Location: School of Social Work
Hours: Full-Time, Hourly
Pay: $18.33 - $24.64

JOB SUMMARY:    The Office Manager coordinates office operations and supervises student workers, providing effective support to full-time and adjunct faculty in the School of Social Work and facilitating smooth processes with other campus departments and schools.

DUTIES AND RESPONSIBILITIES:
Office Management

• Maintain professional office operations and administrative functions;
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, inventory and office supplies are maintained, and that clerical functions are properly assigned and monitored;
• Perform receptionist duties (provides a welcoming and hospitable environment for visitors: greeting, answering incoming phone calls and delivering world-class, positive, and professional service to our visitors);
• Oversee and support all administrative duties in the office and ensure that office is operating smoothly;
• Provide for office coverage during office hours;
• Maintain and coordinate office and school calendar and coordinate with the university calendar;
• Prepare for, and attend faculty and team meetings;
• Participate actively in the planning and execution of school project and events; performs reviews and analysis of events and projects and reports to the dean;
• Provide oversight, assistance, and support to food pantry operations.

Financial Activities Support

• Maintain appropriate and accurate financial records;
• Perform general bookkeeping duties including but not limited to accounts payable and receivable;
• Oversee and maintain accurate records for petty cash, credit card reconciliations, and expense reports; 
• Assist in maintaining budget through budget entry and monitoring.

Facility Management and Support

• Oversee facility regarding maintenance, door schedules, energy management, organization, cleanliness, and holiday décor;
• Maintain professional looking office area;
• Ensure professional appearance of office and adjacent areas through organization and supplemental cleaning as needed (e.g. storage and kitchen).

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;
• Maintain school and pantry websites.

Student Worker Supervision and Support

• Coordinate office and student workers activities to ensure maximum efficiency, providing support to faculty, adjunct professors, general office operations, and food pantry;
• Recruit student workers according to office and pantry needs and as approved by the dean;
• Ensure top performance of student workers by providing them adequate orientation, coaching and guidance;
• Allocate tasks and assignments to student workers and monitor their performance;
• Oversee, evaluate, and manage student workers performance in partnership with faculty, reporting results to the dean;
• Design, implement, oversee adherence to office policies and procedures;
• Review and approve student workers’ timecards.

Faculty Support

• Provide proactive support for faculty needs (e.g. assist with resources provision, classroom technology maintenance, etc.);
• Provide administrative assistance to the dean (e.g. support school operations, manage schedules, maintain calendars, create accreditation documentation and reports, facilitate university and accreditation reporting needs, etc.);
• Produce reports, compose correspondence, and draft new contracts as requested and/or approved by the dean;
• Orient and train adjunct instructors regarding office procedures and general university resources;
• Assist BSW program director with programming needs (e.g. application processing, recruitment events, etc.).  

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

• Minimum an associate or bachelor’s degree in a related field preferred;
• Demonstrated office management or administrative assistant experience;
• Knowledge of office management responsibilities, systems, procedures, and office equipment;
• Present a professional demeanor, display a spirit of helpfulness, 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);
• Acquire and maintain current skills in emerging university approved technology applications (e.g. Adobe, etc.)
• Excellent written and verbal communication as well as interpersonal skills;
• Strong organizational and planning skills;
• Excellent time management skills; ability to multitask and prioritize work;
• Attention to detail and problem solving skills;
• Must be a self-starter, driven, and strong team player;
• Demonstrate creativity with an ability to suggest improvements;
• Be able to write and speak English fluently; display ability to proofread and edit documents;
• Be willing, on occasion, to demonstrate flexibility regarding regular office hours.

Special Requirements:  An expressed commitment to Jesus Christ, the teachings and mission of the Seventh-day Adventist Church, a SDA church member in good and regular standing.

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.