Specialist IV - Office Manager

Job description




Specialist IV - Office Manager

FLSA status:


Hiring Salary:

$3,128 – $4,568 per month

Occupational Category:




Open Date:


Open Until Filled:


Educational and Experience Requirement:

Bachelor’s Degree in business or a related field. Two years relevant experience or experience in a related field. Budget experience preferred. Certifications may be required. Experience in Higher Education and specialized work is desirable. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Nature & Purpose of Position:

Performs highly advanced specialist duties for the Lowman Student Center. (LSC)

Primary Responsibilities:

Performs highly advanced specialist duties. Accountable for the execution and follow through of complex and technical responsibilities. Plans, develops, implements, coordinates and monitors the budget and LSC services. Responsible for budget monitoring, verification, and analysis. Provides oversight for LSC budget and advises on divisional budget planning and administers implementation; including the balancing of accounts and funds. Gathers information on expenditures and needs. Reports expenditures and encumbrances. Preps and submits the annual “salary planner” and “budget development”. Maintains various department budget spreadsheets outside of Cognos and Banner. Processes change of budgets for the department, as well as processes all Interdepartmental Orders (IDO). Prepares deposits in the Touchnet System. Responsible for preparing, invoicing, and tracking all payments to the Lowman Student Center. Prepares and monitors various purchase orders for the department in Banner and Bearkat Buy. Manages the department procurement card and performs procurement card reconciliation every month. Processes all travel for the department from initial requisition to completed reimbursement. Coordinates all travel arrangements for staff and student employees. Manages the department travel card and performs reconciliation of the travel card. Assists with the development of training material for student employees. Prepares and manages Grade Point Average (GPA) reports to ensure student employment eligibility for the Lowman Student Center. Completes all new hire paperwork for the department and enters all Electronic Personnel Action Forms (EPAF) for student employees and full time staff. Maintains inventory of all office supplies and processes orders when necessary. Attends meetings. Transcribes and distributes meeting minutes to all attendees. Gathers, enters and/or updates data to maintain department records and databases. Establishes and maintains files and records for the office. Complies information for the Director for meetings and other needs. Explains procedures relating to activities performed in the department and throughout the Division of Student Affairs. Provides advance assistance in the development of operational policies. Assists with ensuring student organizations and departments are following all LSC policies. Collects, reconciles, and maintains complex data. Could assist with planning, coordinating, and implementing departmental processes and events. Monitors project timelines and identifies issues. Prepares letters, correspondence, and reports. Plans and coordinates events. Develops, coordinates, and implements assigned processes. Provides assistance with and interprets policies and procedures. Performs other related duties as assigned.

Other Specifications:

Requires detailed knowledge of university infrastructure, policies and procedures. Requires thorough knowledge of office systems. Must have the ability to solve operational problems and make suggestions for process improvement.

Full Time Part Time:

Full Time



EEO Statement:

Sam Houston State University is an Equal Opportunity/Affirmative Action Plan Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, religion, sex, national origin, age, veteran status, disability status, sexual orientation, or gender identity. Sam Houston State University is an “at will” employer. Security sensitive positions at SHSU require background checks in accordance with Education Code 51.215.




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Job No:
Posted: 1/9/2021
Application Due: 4/9/2021
Work Type: Full Time