Office Manager I/II
The Math Office Manager is responsible for ensuring effective and efficient functioning of the Math Department office by organizing operations and procedures; controlling correspondence; designing and maintaining filing systems; reviewing and approving supply requisitions; performing, assigning and monitoring clerical functions and managing the day-to-day flow of students, faculty, staff, and information within the Math office. The Office Manager is also responsible for supervising and training the office's support staff.
In addition, the Office Manager is responsible for providing administrative, and secretarial support to the Mathematics Chair and administrative staff, including assisting with the coordination and implementation of school policies and procedures and implementation and evaluation of school instructional programs.
Title: Office Manager I/II
Position ID number: 418
Posted Date: 11/02/2018
Job Category: Staff
Department: Liberal Arts - HLART
Position Status: Full-Time Staff
Salary Range: $34,379-$47,474
Provide administrative and secretarial support to the department chair; establish and maintain office files, recommend, and assist implementation of appropriate policies and procedures for the School of Liberal Arts offices. Oversee and manage establishment and maintenance of appropriate files in support of instructional programs and administrative functions. Prepare school and departmental requisitions, budget transfers, and purchase orders as directed using automated purchasing system. Monitor departmental budget records and provide Administrative Assistant to the Dean with status reports as requested.
Greet visitors to the Math office, answer inquiries, and provide information concerning college facilities, class locations, and other requests for assistance; provide directions to other college personnel and resources as appropriate. Ensure proper telephone coverage for the office. Oversee opening, sorting, and distribution of mail to personnel assigned to the office and the maintenance of mailboxes for full-and part-time faculty, ensure timely distribution of mail to faculty assigned to off-campus locations.
Coordinate and schedule meetings, special events, or departmental activities at the request of the Department Chair, including coordinating facilities use, catering, publicity, and special materials, etc. Serve as liaison between the office of Facilites Management, Public Safety, and other college services to ensure timely service. Submit Project Service Requests (PSR), key requests and other forms necessary for new full-time faculty to obtain office space, office equipment, etc.
Serve as a resource for new faculty and staff; assist with inquiries and requests. Ensure efficient and accurate execution of faculty loading and contract process.
Assist with class scheduling; track course enrollments and cancellations, print class rosters as needed, notify students of class cancellations and provide assistance to select replacement section or course. Oversee and maintain confidentiality of student rosters and records. Provide chair and instructional coordinator with current reports on enrollment figures, FTE's, part-time teaching records, etc. Assist Instructional Coordinator with classroom changes.
Serve as time recorder for office (faculty and staff) using automated leave accrual system; prepare and submit payroll documentation, including FMLA and exception reporting, in compliance with policy, procedures, and deadlines established by the Office of Human Resources and the Payroll Office.
Coordinate with the Chair and serve as Liaison for the hiring and interviewing of new full-time faculty. Hire, supervise, and evaluate regular support staff employees. Train regular staff in all phases of office procedures, including telephone usage, word processing software, and computerized systems. Assign and evaluate daily activities of regular staff personnel including monitoring of workload and ensuring completion of tasks in a timely manner.
Maintain or oversee the inventory of office supplies and equipment. Oversee operation, servicing, and maintenance of all office equipment. Represent the administrators and/or office at meetings as requested. Other duties as assigned by the Dean, Chair, Instructional Coordinator, or the Administrative Assistant to the Dean.
High School diploma or equivalent is required
A minimum of three (3) years of progressively responsible secretarial or administrative experience is required
Demonstrated supervisory skills
Excellent oral, written, and interpersonal communication skills, including composition, editing, grammar, punctuation, and proofreading skills
Ability to work independently, under pressure, with attention to details and deadlines
Advanced experience with Microsoft Word, Excel, and Outlook
Demonstrated organizational skills, including the ability to prioritize tasks
Proven record of attendance and reliability
Demonstrated effective customer service and conflict resolution skills applied to deal tactfully and effectively with students, faculty, administrators, college personnel, visitors to the campus, and the general public.
Experience in a post-secondary institution highly desirable
Student Information System experience
Hours per Week: 40
Work Schedule: 7:30am-3:30pm
Required Documents: Cover Letter, Resume/Curriculum Vitae