Office Manager, Chaplain's Office

Employer
Wake Forest University
Location
Winston Salem, NC

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

Job location: Winston Salem, NC


Employment Type: Full-time
Posted data: 2021-07-22
Req: R0003623
Please note:
  • Additional documentation must be added at the bottom of the third screen under the "My Experience."
  • Internal candidates must apply via the internal career portal. Do not proceed with your application from this website.
  • DO NOT complete the application without the required attachments as you will be unable to edit your application.
** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

Working independently, provides administrative support to the University Chaplain; coordinates staff and general administrative functions to include monitoring budgets and business affairs, personnel matters, and interpreting policies and procedures. Makes decisions regarding acquisition and allocation of organizational resources, coordinates the work activities of student employees and applies analytical and problem solving techniques to departmental business affairs.

Job Description

Essential Functions:

  • Manages all departmental accounts. Maintains and reconciles detailed budgets for various University accounts; advises and/or determines which expenditures are within the budget guidelines. Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends action to be taken.
  • Serves as program administrator for the University-Card in the Office of the Chaplain.
  • Manages the system for receipt, processing and approval of invoices and expenditure requests through the Office of the Chaplain to Financial and Accounting Services (FAS).
  • Manages the system for receipt, processing and approval of all invoices, stipends and reimbursements to WFU employees and non-WFU employees.
  • Prepares monthly operating financial reports for the Office of the Chaplain.
  • Prepares monthly financial reports, forecasting and budget planning for year-end projections.
  • Serves as liaison between the Office of the Chaplain and the Purchasing Department, Financial and Accounting Services, Human Resources and Financial Aid (with respect to student employment and students in financial crisis). Ensures the Office of the Chaplain follows policies and procedures as set forth by other WFU administrative departments.
  • Oversees preparation of monthly journal entries for reallocating or correcting expenses and maintains documentation.
  • Manages the Chaplain’s Emergency Fund – meeting with students, faculty and staff in times of financial crisis to find ways to offer assistance. Works with Financial Aid and Human Resources to assure that all University guidelines are followed.
  • Greets visitors, faculty, staff, students and responds to questions; provides information or refers phone calls to appropriate individual.
  • Interprets policies and procedures, providing authoritative answers to queries from individuals and agencies, both internal and external to the University.
  • Provides administrative support for all Office of the Chaplain pre-orientation conferences and retreats.
  • Provides administrative support and planning for the Annual Christmas Lovefeast.
  • Makes travel arrangements for chaplains and visiting guest speakers.
  • Organizes and arranges events for student groups, which includes arranging catering, room set-up, making sure that various student group events and services meet all dietary and religious requirements.
  • Orders office supplies.
  • Serves as liaison with other University departments and external agencies.
  • Performs other related duties as assigned.

Education, Experience and Training

  • Bachelor’s degree preferred plus a minimum of four years related administrative experience, or an equivalent combination of education and experience. Significant experience in managing budgets and office practices preferred.

Knowledge, Skills, Ability

  • Knowledge of office and administrative practices and principles.
  • Knowledge and skills in accounting and budgeting procedures and techniques.
  • Proficiency in Microsoft applications, the internet and other relevant software and office equipment.
  • Ability to solve problems and make decisions.
  • Knowledge and skill in financial reporting, comparisons, impacts, and/or projections.
  • Ability to prepare financial statements and/or financial analysis reports.
  • Ability to demonstrate effective communication skills both orally and in writing.
  • Excellent interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to analyze and interpret policy and procedural questions.
  • Ability to handle sensitive information in a confidential manner.
  • Ability to organize workflow and coordinate activities with Financial and Accounting Services.

Physical Requirements

  • Sedentary work. Talking, hearing, repetitive motions. Close visual acuity. Not substantially exposed to adverse environmental conditions.

Other Functions:

Authority/Accountability:

  • Works under general supervision.
  • Responsible for own work. Supervises work of student assistants.
  • Reports to the University Chaplain.
  • Responsible for purchase orders and invoice approval.
  • Tracks and monitors all department budgets.
  • Gathers, analyzes and edits information for various administrative projects
  • Work requires contact with department and university staff, administrators, vendors, students, and general public.

Problem Solving:

  • Solves problems associated with monitoring budgets and departmental daily functions. Establishes corrective action for incorrect invoices, orders, etc., and for problems arising in the daily operation of the Office of the Chaplain.

Additional Job Description

Time Type Requirement

Full timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.

Organization

Wake Forest University, formed in 1834, has experienced decades of growth and innovation.  WFU is a distinctive university that combines a liberal arts core with graduate and professional schools and innovative research programs.  The University embraces the teacher-scholar ideal, which prizes the personal interaction between students and faculty.  It is a place where exceptional teaching, fundamental research and discovery, and the engagement of faculty and students in the classroom and the laboratory are paramount.

Wake Forest University is a community that seeks the enlightenment and freedom which come through diligent study and learning. Its higher goal, however, is to give life to the University motto "Pro Humanitate," as members translate a passion for knowledge into compassionate service. The community shares a tradition that embraces freedom and integrity and acknowledges the worth of the individual. The heritage, established by the school's founders and nurtured by succeeding generations, promotes a democratic spirit arising from open-mindedness and discourse. Wake Forest fosters compassion and caring for others. Its collective strength and character are derived from the values and distinctive experiences of each individual; therefore, it affirms the richness of human intellect and culture and its contribution to knowledge, faith, reason, and dialogue. Furthermore, it strives toward a society in which good will, respect, and equality prevail. To that end, Wake Forest University rejects hatred and bigotry in any form and promotes justice, honor, and mutual trust.​

The University is comprised of:  the undergraduate college, Graduate School of Arts and Sciences, School of Business, School of Divinity, School of Law, and School of Medicine (located on the Bowman Gray campus with Wake Forest University Baptist Medical Center) and today enrolls about 4,846 undergraduates and 2,823 students in graduate programs at its principal location, the Reynolda campus.  Students at Wake Forest University enjoy a great deal of access to and interaction with world-class faculty both in and out of the classroom setting with a student-faculty ratio of 11:1.  Wake Forest employs approximately 2,772 full and part-time faculty and staff.

Wake Forest is a collegiate university offering a vibrant, intellectual community with a rich cultural life, an impressive array of facilities, and a strong athletics program competing in the fifteen-team Atlantic Coast Conference (ACC).  Since its founding, the university has adopted the motto “pro humanitate,” which is exemplified by a deep institutional commitment to public service and engagement with the world. Wake Forest has a strong commitment to holistic, eight-dimensional well-being for students, faculty and staff as evidenced in the Thrive initiative.

Winston-Salem, NC

Wake Forest is located in Winston-Salem, NC, a beautiful, mid-sized city centrally located in the Piedmont-Triad region of North Carolina.  Winston-Salem is a family-friendly city with high quality schools, numerous outdoor recreational activities and events, and is known for its vibrant and thriving arts scene.

Winston-Salem residents enjoy close proximity to the beautiful Blue Ridge Mountains (1.5 hours) and Atlantic beaches (4 hours), a moderate climate with four distinct seasons, a very reasonable cost of living, and an eclectic variety of restaurants, wine bars, and breweries for dining with friends and family.  Winston-Salem offers many of the amenities of a large city but with the sense of community and quality of life of a smaller town (www.visitwinstonsalem.com).

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