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Office Manager - Facilities

Employer
Kentucky State University
Location
Frankfort, KY

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Facilities Management & Sustainability
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

TITLE: Office Manager - Facilities                                                                                                            

DEPARTMENT: Capital Planning and Facilities Management                                                 

REPORTS TO: Director of Capital Planning and Facilities Management

EFFECTIVE DATE: TBD

EMPLOYMENT STATUS: Full-time        

EMPLOYMENT CLASSIFICATION: Exempt             

                             

PRINCIPAL PURPOSE OF JOB:  

Provided administrative and clerical support to assigned locations, departments, and/or unit.  Develops, maintains and ensures compliance of all departmental records.

 

SCOPE OF RESPONSIBILITY: 

The Office Manager defines and manages the functional operations and specific items for the Capital Planning and Facilities Management.  Management of daily operations include among other items, management and coordination of workflows and processes within the office, including allocation of tasks.  The Office Manager, will serves as the primary point of contact for general office and Director of Capital Planning and Facilities Management correspondence.   

 

The Office Manager will coordinate multiple items, initiatives, and projects within the Capital Planning and Facilities Management department and serves an important role alongside the department’s leadership team through a variety of work functions that are both high-level and highly confidential.

 

ESSENTIAL JOB FUNCTIONS:

  • Managing overall administrative activities for the office.
  • Maintain departmental records in appropriate databases and filing systems; collect and create repository for department information and documents.
  • Gather data and prepare reports for the department related to information, and other data points in support of assessment and research, as needed.
  • Assist department programs/initiatives and personnel in preparing for events associated with the department and its initiatives/programs.
  • Manage, organize, and maintain all office files. Processes procurement card statements, expense reports, and requests for payment and reimbursement for the Director. Manage the provision and maintenance of all office supplies and technological equipment for the department.
  • Prepare communications with students, staff, University offices, and external constituents.   Maintain high-level awareness and sensitivity to key stakeholders and other constituents.
  • Assist in the organization and maintenance of office schedules and work calendars, and allocation of tasks with the goal of ensuring efficient, high-level performance, discretion, confidentiality and job satisfaction among the team. 
    •  

    OTHER DUTIES: Perform other duties as assigned. 

     

    QUALIFICATIONS:

  • Bachelor’s degree in an appropriate field or an equivalent combination of education and experience is required
  • Proficiency with standard document, graphic design, publishing, and web content management software.
  • Excellent communication skills, engaging communication style in person and over phone/email.
  • Great attention to detail and ability to self-motivate and self-start.
  • Must be able to work independently and as part of a team.
  • Excellent organizational and time management skills.
  • Must demonstrate exceptional accuracy and attention to detail and the quality of one’ work, particularly with regard to data.
  • Ability to work in a lively group atmosphere and contribute to the creation of a positive community space.
  • Excellent writing skills, and the ability to craft clear writing for different audiences.
  • Able to creatively and flexibly work on numerous projects simultaneously.


    • KNOWLEDGE, SKILLS, and ABILITIES:    

  • Possess a high level of confidentiality; able to process sensitive information
  • Must be able to communicate well and in a professional manner both in person and on the phone.
  • Ability to work independently and with minimal supervision.
  • Communicates effectively and professionally
  • Excellent problem-solving and decision-making abilities.
  • Commitment to providing outstanding customer service
  • Maintain familiarity with university policies, processes, and procedures for efficient completion of administrative tasks.
  • Team-oriented and willing to provide supplemental support as needed within the department
  • Ability to work on tasks and assignments, maintaining confidentiality as prescribed by the departmental, divisional, and university requirements.
  • Ability to work in a diverse environment.
  • Excellent interpersonal skills and exemplary organizational skills.
  • Ability to be flexible and adopt to changing demands.
  • Above average proficiency in computers and knowledge of Microsoft Office Suite, particularly Word and Excel. 
    •  

    SUPERVISORY RESPONSIBILITY: 

    This position does not have supervisory responsibility  

    PHYSICAL REQUIREMENTS:

  • Work is normally performed in a typical interior/office work environment
  • No or very limited physical effort required
  • No or very limited exposure to physical risk


    • KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

    The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.

    Organization

    Our Mission

    Kentucky State University is the state's unique, small, liberal studies institution with the lowest student-faculty ratio in the state system. The University shall serve as a residential institution with a range of traditional collegiate programs appropriate to its unique role.

    Geographic Region
    Kentucky State University's geographic region shall be state-wide for its liberal studies mission, its land grant functions, and its service to state government. In addition, Kentucky State University's primary service area for commuting students shall be for Franklin and contiguous counties.

    Institutional Admission Standards
    Kentucky State University shall admit students to the institution under selective admission standards to which exceed the minimum guidelines established by the Council on Higher Education, with only limited exceptions. Institutional policy for admitting under-prepared students, including the removal of academic deficiencies within a specified time frame. Through this approach, the University seeks to provide broad access and high-quality programs.

    Degree Levels
    Selected associate and baccalaureate degree programs shall be oriented toward liberal studies and selected career opportunities related to state government services. Kentucky State University shall offer selected master's degree programs based on demonstrated need, with priority given to a public administration curriculum to meet the needs of state government.

    Strategic Directions/Program Priorities
    The University shall focus on liberal studies programming. Drawing upon its African-American heritage, the University will promote the values and methods of interdisciplinary and multicultural education in its liberal studies offerings. All students shall participate in common curricula that explore the liberal studies. Drawing upon the multicultural strengths of the University, emphasis shall be placed on preparing minority students for careers in education and in other selected professions including business, computer science, nursing, human services, and public services. These strategic priorities translate into a core of liberal arts baccalaureate degree programs, in addition to degree programs at the associate [A], baccalaureate [B], and master's [M] levels that may include the following: education [B]; business [B]; computer science [A,B]; nursing [A]; home economics [B]; human services [B]; and public administration [B,M].

    Enhancement of Instruction
    The University shall emphasize teaching. Meeting student needs shall be paramount. The University shall focus on the needs of its students, which include, but are not limited to, full-time and part-time residential students, commuting students from its primary service area, and state governmental employees.

    Service and Research Functions
    Kentucky State University, as the 1890 land grant institution in the system, shall carry out its responsibilities under federal law and participate fully in appropriate U.S. Department of Agriculture programs, in accord with the mission of the University.

    Kentucky State University shall be the major repository for the collection of books, records, and artifacts relative to the history and status of African-American citizens of the Commonwealth and elsewhere. The University shall make such materials available for casual and scholarly study.

    Kentucky State University shall focus on meeting the applied research and service needs of state government.

    Collaborative Ventures
    The priority master's degree program offered by Kentucky State University shall be carefully articulated with related doctoral programs offered by the doctoral-granting institutions in the system. The University shall develop and employ telecommunication resources to communicate with other institutions in the fulfillment of its mission. Curriculum development shall emphasize the transfer of credits form other institutions toward degree completion.

    Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.

    Efficiency and Effectiveness
    Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.

    Check out Kentucky State University Youtube channel! 

    Company info
    Website
    Telephone
    502-597-6000
    Location
    400 E Main St
     Frankfort
    Kentucky
    40601
    US
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