Office Manager - Facilities

Job description

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.

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