Office Manager - Chemical & Biomolecular Engineering

Job description

Clemson University



Job ID:105734

Location:Clemson University

Full/Part Time:Full-Time

Regular/Temporary:Regular

JOB SUMMARY:

Clemson University's Department of Chemical & Biomolecular Engineering is looking for an Office Manager to fulfill the following duties:

  • Serves as Executive Assistant to the Department Chair and Office Manager to the Chemical and Biomolecular Engineering (ChBE) Department.
  • Plans, directs, coordinates, and provides complex support relating to the daily operation, administration, assessment, and accreditation activities for the department.
  • Supervises departmental student services coordinators and office staff.
  • Coordinates and prepares departmental payroll and supports personnel functions including hires and terminations.
  • Coordinates information for the appropriate visas for international employees, faculty, students, visiting scholars and post-doctoral candidates.
  • Acts as liaison between fiscal accountant(s) and sponsored programs accountant(s) and helps ensure budgets are adhered to.
  • Manages departmental procurement requisitions and purchases to ensure adherence to university budgets as well as rules and regulations.
  • Supervises media and communication relations for the department.
  • Other duties as assigned.


JOB DUTIES:

35% - Essential - Administrative Support:
Provides administrative support for the Department Chair. Coordinate's meetings involving the department chair, including faculty meetings, advisory board meetings, and teleconferences with professional society colleagues. Records minutes, prepares, and distributes reports and presentations, and arranges domestic and foreign travel. Serves as confidential assistant and liaison between the chair, faculty, professional and administrative staff, alumni and gift donors. Manages inquiries and other communications. Initiates actions when appropriate.

35% - Essential - Office Management:
Manages the ChBE office. Supervises and oversees administrative staff, media communications staff, student services staff, student workers, work-study students, and temporary office assistants in daily office operations. Coordinates information for the appropriate visas for international employees, faculty, students, visiting scholars, and post-doctoral candidates. Updates position descriptions and serves as resource on policy and procedure. Plans and coordinates special events. Serves as backup to student services coordinators and acts as liaison between fiscal accountant and sponsored programs accountant. Provides departmental procurement support and monitors office supplies.

15% - Essential - Coordination of Complex Departmental Assessments and Accreditation:
Coordinates, compiles and organizes all activities associated with ABET and SACS. Compiles, manages, and maintains accurate information for reports along with student services coordinators. Prepares and coordinates sensitive and confidential documents regarding faculty evaluations, promotion and tenure, and faculty searches. Collects and prepares data to be submitted for the bench marking of the Department with respect to other ChBE departments around the country.

15% - Essential - Departmental Personnel Coordination:
Coordinates and prepares departmental payroll and personnel functions including hires and terminations. Applies and interprets University policies and procedures for hiring faculty, students, and staff. Maintains faculty and staff files for the department. Serves as departmental payroll personnel. Responsible for all unclassified, classified, graduate student, temporary and undergraduate semi-monthly pay sheet reports to ensure each employee is paid correctly. Follows up with HR and departmental accountants as needed on changes and/or updates that need to be made. Works with student services coordinator on Graduate Assistantship and Fellowship report.

JOB DUTIES:

35% - Essential - Administrative Support:
Provides administrative support for the Department Chair. Coordinate's meetings involving the department chair, including faculty meetings, advisory board meetings, and teleconferences with professional society colleagues. Records minutes, prepares, and distributes reports and presentations, and arranges domestic and foreign travel. Serves as confidential assistant and liaison between the chair, faculty, professional and administrative staff, alumni and gift donors. Manages inquiries and other communications. Initiates actions when appropriate.

35% - Essential - Office Management:
Manages the ChBE office. Supervises and oversees administrative staff, media communications staff, student services staff, student workers, work-study students, and temporary office assistants in daily office operations. Coordinates information for the appropriate visas for international employees, faculty, students, visiting scholars, and post-doctoral candidates. Updates position descriptions and serves as resource on policy and procedure. Plans and coordinates special events. Serves as backup to student services coordinators and acts as liaison between fiscal accountant and sponsored programs accountant. Provides departmental procurement support and monitors office supplies.

15% - Essential - Coordination of Complex Departmental Assessments and Accreditation:
Coordinates, compiles and organizes all activities associated with ABET and SACS. Compiles, manages, and maintains accurate information for reports along with student services coordinators. Prepares and coordinates sensitive and confidential documents regarding faculty evaluations, promotion and tenure, and faculty searches. Collects and prepares data to be submitted for the bench marking of the Department with respect to other ChBE departments around the country.

15% - Essential - Departmental Personnel Coordination:
Coordinates and prepares departmental payroll and personnel functions including hires and terminations. Applies and interprets University policies and procedures for hiring faculty, students, and staff. Maintains faculty and staff files for the department. Serves as departmental payroll personnel. Responsible for all unclassified, classified, graduate student, temporary and undergraduate semi-monthly pay sheet reports to ensure each employee is paid correctly. Follows up with HR and departmental accountants as needed on changes and/or updates that need to be made. Works with student services coordinator on Graduate Assistantship and Fellowship report.

MINIMUM REQUIREMENTS:

Education Associate's Degree

Work Experience 5+ Years and experience in Microsoft Excel, Powerpoint, and Word.

PREFERRED REQUIREMENTS:

Education Bachelor's Degree in Business Management or Accounting

Work Experience 5+ Years and experience as an Office Manager or like position with an Accounting or Payroll background is preferred. Experience in the Adobe Suite software that includes Acrobat, InDesign, and Photoshop are preferred.

RESPONSIBILITIES:

JOB KNOWLEDGE

Firm Job Knowledge - Firm working knowledge of concepts, practices and procedures and ability to use in varied situations.

SUPERVISORY RESPONSIBILITIES

Supervises Work of Others - Supervises work of others and may offer recommendations for hiring, termination and pay adjustments but does not have responsibility for making these decisions.

BUDGETARY RESPONSIBILITIES

Provides Budget Input - Provides input into the budgeting process and oversees fund allocation.

PHYSICAL REQUIREMENTS:

Education Bachelor's Degree in Business Management or Accounting

Work Experience 5+ Years and experience as an Office Manager or like position with an Accounting or Payroll background is preferred. Experience in the Adobe Suite software that includes Acrobat, InDesign, and Photoshop are preferred.

WORKING CONDITIONS:

No Work Conditions

WORK SCHEDULE:

Standard Hrs: 37.5; Band: 05 ($ 47,100.00 - $ 49,000.00)

JOB LOCATION:

Clemson, SC

APPLICATION DEADLINE:

July 1, 2021

CLOSING STATEMENT:

Clemson University is an AA/EEO employer and does not discriminate against any person or group on the basis of age, color, disability, gender, pregnancy, national origin, race, religion, sexual orientation, veteran status or genetic information. Clemson University is building a culturally diverse faculty and staff committed to working in a multicultural environment and encourages applications from minorities and women.

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Job No:
Posted: 6/10/2021
Application Due: 8/9/2021
Work Type: Full Time
Salary: