Summary

The Office Manager supports the school’s operations by managing and maintaining various administrative functions and supervising administrative aid personnel. This position is best suited for those who have strong communication skills, are highly organized, possess efficient multi-tasking capabilities and have exceptional work ethic.

Duties and Performance Objectives

• Manage daily front desk operations.
• Supervise, schedule and assign duties to office staff (font desk staff and administrative assistants) and federal work study students.
• Design and implement front desk and office policies with approval from management by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
• Maintain office staff by recruiting, selecting, orienting, and training employees.
• Maintain office staff job results by coaching, counseling, and disciplining employees, and planning, monitoring, and appraising job results.
• Maintain office supply inventory and order additional supplies as needed, including but not limited to: stationary, letterheads, business cards, copy paper, and distributable documents.
• Manage the storage, assignment and collection of office and facility keys.
• Oversee proper filing systems for various offices and ensure sufficient allocation of space and resources for filing. Ensure appropriate security precautions are in place to prevent tampering or theft with sensitive documents.
• Support and coordinate events, including; company events, graduation, career fairs, student events, etc. Work with other offices as needed and schedule the appropriate personnel to staff the events. Work with vendors to ensure a successful event outcome, including: securing the appropriate venue, ordering any appetizers/refreshments, contracting for third party services such as photography, etc.
• Ensure the overall office presents a professional appearance and functions efficiently.
• Ensure cleanliness and upkeep of classrooms, educational labs, and administrative offices by maintaining daily janitorial schedules and supervising janitorial staff. Routinely review and order sanitary and facility supplies as needed.
• Oversee and coordinate the regular and timely monitoring, inspection, maintenance and repair of school facilities, utilities and facility systems, including: classrooms, educational labs, administrative offices, break areas, landscaping, parking lots, HVAC equipment, elevator equipment, fire alarm systems, burglary alarm systems, etc. Maintain all necessary documentation of completed inspections and ensure all required inspections/maintenance adhere to any local, state and/or federal regulatory requirements.
• Ensure all storage facilities are properly maintained and organized.
• Oversee campus security guard operations and patrol schedules. Supervise all campus security guard personnel. Oversee the completion of the daily crime log and provide relevant statistical data for the completion of the annual security report. Maintain all policies and procedures related to campus security guard operations.
• Perform routine campus safety trainings and drills as needed per school policy. Produce and distribute safety awareness materials and ensure all necessary safety related publications and signs are posted in the appropriate locations.
• Support the administrative needs of college offices and function as an additional administrative resource for any college office that may need additional staffing.
• Keep management informed by reviewing and analyzing reports, summarizing information and identifying trends.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree or higher
• At least 5 years of professional experience in an administrative capacity. Preferably in a managerial or leadership role.
• Strong verbal and written communication skills.
• Exhibits professionalism, strong work ethics, honesty, integrity, courtesy and respect in all dealings with students, guests, or others with whom the school conducts business.
• Sound judgment and reasoning skills to problem solve.
• Ability to work well in a multicultural and collaborative environment.
• Ability to work independently and as part of a multidisciplinary or cross-functional team.
• Leadership capabilities and ability to problem solve, facilitate meetings, maintain flexibility, and see projects through to completion.
• High-level of personal integrity, patience, and positive attitude.
• Has or can earn confidence and trust of leadership.