What are the responsibilities and job description for the Office Manager - Financial Aid position at Dillard University?
Classification: Office Manager Financial Aid and Scholarships
Department: Financial Aid and Scholarships
Division: Business & Finance
Position Overview
The office manager is responsible for providing administrative and clerical support. The office manager role requires a high level of confidentiality and professional conduct. The position also requires tact, prompt responses to constituent calls and email, and protocol. Under the supervision of the Director of Financial Aid with an understanding of the university, including its priorities and expectations, the office manager is responsible for managing the administrative functions of the financial aid office, supporting staff and students, maintaining accurate documentation, and promoting timely and effective service delivery.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities of this position include the following and other duties may be assigned:
- Act as the Financial Aid & Scholarships ombudsman by greeting visitors and answering phone calls. Direct visitors and callers to appropriate area or person.
- Screen incoming calls, and respond independently when appropriate for the Office.
- Provide administrative support to the Office of Financial Aid.
- Read, date stamp, and route incoming mail and locate, and attach appropriate file to correspondence to be answered. Prepare outgoing mail and correspondence, including email and faxes. Retrieve mail from post office twice weekly and issue to faculty.
- Route all documents in Adobe for Office.
- Schedule Zoom or in person monthly meetings via email to office.
- Maintain and file documents and records for the Office.
- Organize and maintain a filing system of documents and records for the office and file correspondence and other records.
- Compose, handle, and make copies of correspondence or other printed materials and type routine correspondence.
- Schedule meetings and arrange conference calls.
- Maintain faculty and adjuncts classroom schedules and times.
- Order and maintain supplies and arrange for equipment maintenance.
- Order office supplies and maintain office budget for fiscal year.
- Organize graduation and award ceremony celebration events for department.
- Schedule Facilities, IT, Pest control and US Copy for maintenance of equipment.
- Manage the Financial Aid's Google Drive files and folders.
- Manage the Financial Aid's email account.
- Manage the Financial Aid's social media accounts.
SUPERVISORY RESPONSIBILITIES
Work study students as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and other MS functions.
- Proficiency with Google Drive and Google files.
- Proficiency with Adobe Sign and PDFs.
- Proficiency with social media, Twitter, in particular.
- Demonstrated ability to exercise good judgment and discretion in handling sensitive and confidential information.
- Excellence communication and interpersonal skills to effectively deal with diverse groups and individuals at various levels within the organization and the public.
EDUCATION and/or EXPERIENCE
A bachelor's degree (B.A. or B.S.) from four-year college or university required. At least 1-2 years of previous experience as an administrative assistant or similar position is required. Previous experience working in a higher education or secondary education office environment preferred. Familiarity with higher education structures, governance practices, and budgeting processes acceptable.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Ability to write routine reports and correspondence. Ability to speak effectively.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
SPECIAL REQUIREMENTS
Employee must maintain confidentiality in all work performed. Must be flexible in work schedule. Must be willing on infrequent occasions to work evenings or weekends for special events, report preparation or proposal deadlines.
Note: This position will require lifting and moving boxes, files, and other office materials; must be able to lift/move boxes and files weighing a maximum of 25 pounds.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT
The work environment characteristics here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.