Location: School of Religion
Hours: Full-Time, Hourly
Pay: $16.95 - $22.78

JOB SUMMARY: The Office Manager coordinates operations for the main office of the School of Religion and serves as secretary to the dean. She also provides effective support to full-time and adjunct faculty in the School of Religion (SOR) and facilitates interaction with other campus departments and schools.

DUTIES AND RESPONSIBILITIES:

Office Manager and Dean’s Secretary

• Maintain professional office operations and administrative functions;
• Perform receptionist duties by providing a welcoming and hospitable environment for visitors: greeting, answering incoming phone calls and delivering world-class, positive, and professional service to students, employees, and visitors;
• Oversee and support all administrative duties in the office and ensure that office is operating smoothly;
• Provide coverage for main office during office hours;
• Purchase office supplies and keep workroom well stocked;
• Keep copiers in good working order;
• Maintain and coordinate office and SOR calendar and coordinate with the university calendar;
• Attend faculty meetings and take minutes;
• Participate actively in the planning and execution of some specified SOR events, including some that will take place during non-regular work hours;
• Reserve needed facilities for special SOR events;
• Prepare printed letters and programs as needed by the SOR dean;
• Provide administrative assistance to the dean (e.g. support school operations, manage schedules, create accreditation documentation and reports, facilitate university and accreditation reporting needs, etc.);
• Display posters when on-campus special SOR events are to take place;
• Produce reports, compose correspondence, and draft new adjunct faculty contracts as requested and/or approved by the dean;
• Assist with scheduling job interviews for ministerial students;
• Serve as assistant editor of SOR newsletter Reaching Out and oversee the collection of articles, planning of layout, approval of final form, and mailing of hard copies

Building Manager

• Submit building schedule to locksmith for School of Religion usage;
• Receive requests for use of building by other entities and convey them to dean;
• Submit work orders to Plant Services for needed repairs;
• Ensure professional appearance of building by communicating with Service Department as needed
• Oversee comfort level of building by communicating with Energy Management as needed

Financial Management Support

• Maintain appropriate and accurate financial records when needed;
• Keep credit card receipts for charges on SAU card and do monthly review of charges;
• Prepare check requests and expense reports as needed

Technology Support

• Assist with managing and maintaining office and classroom technology and equipment;
• Oversee school to campus communications, create PowerPoint slides for lobby screen, and oversee social media communications;
• Assist with technological needs and access for office staff and faculty

Student Worker Supervision and Support

• Recruit student workers according to faculty needs and as approved by the dean;
• Ensure good performance of student workers by providing them adequate orientation, coaching and guidance;
• Oversee and evaluate performance of student workers in conversation with faculty, reporting results to the dean;
• See that student workers adhere to SAU and SOR policies and procedures;
• Review and approve student workers’ timecards.

Faculty Support

• Provide proactive support for faculty needs (e.g. assist with forms and letters, classroom technology maintenance, etc.);
• Orient and train adjunct instructors regarding office procedures and general university resources

Collegial Relationships

• Demonstrate positive regard and support for department policies, procedures, and personnel;
• Demonstrate flexibility in responding to faculty and student needs;
• Resolve conflicts in a professional manner according to university and department policy.

QUALIFICATIONS: 

• Demonstrated office management or administrative assistant experience;
• Knowledge of office management responsibilities, systems, procedures, and office equipment;
• Present a professional demeanor, have a spirit of helpfulness, and demonstrate an ability to work well with others, and maintain a high degree of confidentiality;
• Strong computer skills (e.g. MS Word, Excel, e-mail, and web based applications);
• Excellent written and verbal communication as well as interpersonal skills;
• Good organizational and planning skills;
• Excellent time management skills; ability to multitask and prioritize work assignments;
• Attention to detail and good problem-solving skills;
• Must be a self-starter and a strong team player;
• Demonstrate creativity with an ability to suggest improvements;
• Be able to write and speak English fluently;
• Has ability to proofread and edit documents;
• Be willing, on occasion, to demonstrate flexibility regarding regular office hours.

Special Requirements:  An expressed and vibrant commitment to Jesus Christ and to the teachings and mission of the Seventh-day Adventist Church, and be an active SDA church member.

Typical Physical Demands: Requires sitting, standing, bending and reaching. May require lifting up to 25 pounds. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, the telephone and other office equipment. Requires normal range of hearing and vision.

Working Conditions:  Essential tasks are performed under normal office/school conditions with little or no noticeable discomfort. Work area is well lit and ventilated.