Requisition Information

Position Information

Posted with Limited AccessNoLimited Access Period Ending DateTitleGMHEC Office ManagerPosting NumberS01431Full-Time/Part-TimeFull-timeTypical Hours Per Week38.75Regular, Temporary or TermIf temporary or term, enter anticipated end dateBenefits Eligible?YesHourly/SalariedBand/LevelEXCLHiring MinimumCommensurate with experienceDepartmentGMHECLocationHire contingent upon successful completion of the following post-offer screeningCriminal Background Check Position Summary

Position Summary

Please note: This position is being posted by Middlebury on behalf of the Green Mountain Higher Education Consortium. This is not a Middlebury college position, and as a result is not eligible for Middlebury transfer opportunities, or any Middlebury benefits.

Green Mountain Higher Education Consortium
The Green Mountain Higher Education Consortium located in northern Vermont was founded by Champlain College, Middlebury College and Saint Michael’s College in 2013. The Consortium aims to help its members to lower costs, increase the quality of services and add strategic value to our members.
The Consortium and its members strive to leverage shared technology, create best processes and service our organizations. We are implementing Oracle HCM Cloud and are building a shared service infrastructure to support each College’s strategic plan. We provide a meaningful benefits program including health, dental, vision, life, disability, retirement with a generous match, paid time off and a wellbeing program. This position provides a unique learning and career growth opportunity in an innovative environment.

Engagement Summary
The Green Mountain Higher Education Consortium (GMHEC) and its members have committed to purchase and implement software together to support their fundraising, human resources and finance
functions provide vital shared services together to support their fundraising, human resources, finance, and student functions. The Consortium has grown exponentially over the last two years. The Office Manager is an integral part of these projects.
The GMHEC Office Manager is responsible for scheduling Project and Consortium meetings and to run the Consortium office. The Office Manager is the heart of the consortium and project team and as such,
the successful person in this role will enjoy working with an ever-changing group of colleagues, bringing them together under the Consortium banner – helping build a Consortium culture. The position reports to the Executive Director of the Consortium and will be located in Shelburne, Vermont. The position starts as soon as possible and is a permanent position. The successful candidate will be a part of a start-up organization servicing three very successful higher education institutions. We are guided by our principles which recognize that our member organizations come first, continuous process improvement is a given, communication is transparent and visible and we value our unique culture which includes being innovative, flexible and focused on wellbeing.

Responsibilities

Essential Functions

Offer is contingent upon successful completion of a criminal background check.

General Responsibilities

Essential Duties & Responsibilities:
Office Management (daily):

• Sets up and maintains office space for outside consultants and maintains an inviting office environment
• Scheduling master who can work across colleges, from leadership to functional areas as well as with vendors, and is excited by the complexity of scheduling multiple resources across the member colleges with multiple calendars and outside vendors at our office as well as, at times, at our member colleges. Actively finds solutions in a timely manner for scheduling conflicts. This includes managing the logistics of managing multiple zoom accounts, availability of AV
  equipment and recording and distribution of zoom meetings.
• Manages the day-to-day operation of the office, including mail, telephone (low volume), and reception.
• Manages the calendar for the Executive Director as well as the Project Ensemble calendar.
• For project related activities makes arrangements for food for meetings (through April 2020 this will be an almost daily activity).
• Bi-weekly approves timesheets for the Executive Director’s direct reports.
• Bi-weekly orders supplies and enters invoices for those.
• Maintains equipment inventory
• Occasionally, aids in the development of new policies and instruction manuals for a variety of tasks/topics as needed
• Attends and timely transcribes minutes from monthly Steering Committee and quarterly Consortium Board meetings. Saves minutes and decisions in a central location and communicates as needed to constituents. Updates board book with necessary documents.
• Updates project budgets on a monthly basis
• Twice per year organizes and plans special events with the Stakeholder Relations Strategist and assists in planning overall logistics of events
• Oversees the Record Retention Policy
• Researches and gathers materials as required & maintains all files and records
• Willing to become a Notary Public and notarizes documents for GMHEC business (infrequently)

Consortium Communication Support:

• Supports the Stakeholder Relations Strategist in publishing a monthly newsletter and organizing designation calls
• Manages Consortium directory and Mailchimp mailing lists
• Supports the Consortium team on the design and content of Consortium / project webpages; posts content (text, images, multimedia)
• Monitors pages for outdated material

Human Resource Administration (periodically):

• Aids in the posting and advertising of new positions as they are created
• Aids in on- and off-boarding of employees and contingent workers
• Collects HR documentation as needed
• Annually aids in the development of updated materials for each year’s open enrollment benefits process, and maintains an updated intranet of employee benefits resources throughout the year
• Organizes annual team activities
• Other Duties as assigned

Qualifications

Education

A bachelor’s degree preferred

Knowledge, Skills and Abilities

Knowledge of:

• Microsoft Office: Word, Excel (including pivots and VLOOKUP), Outlook, Access a plus
• Google Suite: Gmail, Google Drive, Google Calendar
• Website posting preferred
• Mailchimp preferred
• Meeting deadlines for daily, weekly, annual, and project workload goals

Ability to:

• Organize and prioritize work, take initiative, resolve problems, and manage multiple tasks
  simultaneously
• Build strong, positive relationships with external and internal contacts
• Communicate effectively both verbally and in writing
• Handle financial data accurately
• Interpret and apply company policies and procedures
• Maintain confidentiality and appropriately handle sensitive information with tact and discretion
• Work closely with others in a small cooperative office, open office environment
• Independently achieve results and self-direct work responsibly
• Contribute to a leading edge, creative team that is highly focused on success for our College partners

Experience

3 – 5 years of administrative and Office Manager support

Physical Demands Posting Information

Close DateOpen Until FilledNoSpecial Instructions to Applicants

To apply, please go to: https://champlain.wd5.myworkdayjobs.com/en-US/Champlain-Employment-Opportunities/job/Miller-Center-at-Lakeside-Avenue-Campus/GMHEC-Office-Manager_R-007405

Please note: This position is being posted by Middlebury on behalf of the Green Mountain Higher Education Consortium. This is not a Middlebury college position, and as a result is not eligible for Middlebury transfer opportunities, or any Middlebury benefits.

Recommendations

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Recommendation Letter RequirementsSupplemental Questions for Posting

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