What are the responsibilities and job description for the Office Manager - DAL - Extra Help position at Inside Higher Ed?
Description
The Office Manager is responsible for performing a variety of support duties for faculty, students, and staff within the Division of Arts and Letters. The Division of Arts and Letters (DAL) is the largest of the College of Arts and Sciences’ (CAS) two divisions, and is a dynamic, diverse division with over sixty-five faculty members, which include full-time Unit A, full-time and part-time Unit B, visiting and adjunct faculty, serving approximately 1200 students across 13 undergraduate programs, seven (7) graduate programs, 23 minors and three (3) certificates. An in-depth knowledge of the organization, programs, policies, and procedures of the unit is essential to the performance of the duties, along with the ability to use good judgment, the ability to operate computer systems, using word processing, database, and software packages, and to exercise discretion in handling sensitive and confidential information. Primary focus is clerical support for assigned DAL faculty and adjuncts.
Essential Responsibilities
40% Prepare, monitor and resolve work orders, purchase requisitions, print shop orders, direct pays and other university forms for faculty requesting necessary services and products; coordinate equipment requests for faculty; acquire quotes for equipment/supplies, receive authorizations, submit requisition requests, and then place orders after purchase order is established; maintain accurate details of purchase orders and direct pay vouchers, secure authorized signatures, coordinate with faculty to check in merchandise/equipment, receive correct amounts in the database, submit invoice, and follow up with Accounts Payable to ensure timely payments to vendors.
25% Schedule, coordinate, and organize classrooms and/or public function areas for faculty requested events and meetings – use university scheduling system, request equipment, order catering, and interact with facilities management, etc.; follow up to ensure all set ups and required equipment is in place for events. Provide office management and clerical services for the units served and assist Division Office as necessary; examples include routing phone calls; retrieving, opening and distributing mail to faculty; scheduling meetings and resolving calendar issues; filing system upkeep, ordering supplies; typing memos/letters; submitting purchase requisitions, work orders, print shop orders, and travel reimbursements; creating, photocopying, faxing, scanning and formatting documents; manage department bulletin boards.
20% Create and submit faculty textbook adoptions to bookstore; contact publishers for desk copies upon request; maintain tracking system; follow up and follow through with bookstore and faculty to ensure books are available for students at the beginning of semester. Collect and update list of faculty office hours for posting on faculty office doors each semester, and post them to DAL shared drive by end of first week of each term; distribute door code for smart classrooms with computer password; maintain electronic syllabi each semester, posting to CAS shared drive by end of first week of each term; supply section rosters, when needed; notify students and post signs when class meetings are cancelled; notify students as part of course cancellation processes.
5% Help new faculty get set up after onboarding (coordinate with faculty and staff to order new keys; assist with getting One Card, signed up for printers, instruct with use of printers/copiers; work orders with Facilities Development and Management (FDM) to move boxes/furniture; Information Technology Services (ITS) to move/install computers; Telecom to move/install phones; Housekeeping to clean; update door signs as needed, etc.).
5% Direct, respond to, and resolve student inquiries; if applicable, supervise student workers and/or work with graduate assistants in basic work processes.
5% Coordinate and/or facilitate special projects as needed; attend meetings, other duties as assigned.
Other Responsibilities
Maintain the University’s professional reputation.
High school diploma or equivalent.
This position will work three (3) days per week for 7.5 hours per day
The Office Manager is responsible for performing a variety of support duties for faculty, students, and staff within the Division of Arts and Letters. The Division of Arts and Letters (DAL) is the largest of the College of Arts and Sciences’ (CAS) two divisions, and is a dynamic, diverse division with over sixty-five faculty members, which include full-time Unit A, full-time and part-time Unit B, visiting and adjunct faculty, serving approximately 1200 students across 13 undergraduate programs, seven (7) graduate programs, 23 minors and three (3) certificates. An in-depth knowledge of the organization, programs, policies, and procedures of the unit is essential to the performance of the duties, along with the ability to use good judgment, the ability to operate computer systems, using word processing, database, and software packages, and to exercise discretion in handling sensitive and confidential information. Primary focus is clerical support for assigned DAL faculty and adjuncts.
Essential Responsibilities
40% Prepare, monitor and resolve work orders, purchase requisitions, print shop orders, direct pays and other university forms for faculty requesting necessary services and products; coordinate equipment requests for faculty; acquire quotes for equipment/supplies, receive authorizations, submit requisition requests, and then place orders after purchase order is established; maintain accurate details of purchase orders and direct pay vouchers, secure authorized signatures, coordinate with faculty to check in merchandise/equipment, receive correct amounts in the database, submit invoice, and follow up with Accounts Payable to ensure timely payments to vendors.
25% Schedule, coordinate, and organize classrooms and/or public function areas for faculty requested events and meetings – use university scheduling system, request equipment, order catering, and interact with facilities management, etc.; follow up to ensure all set ups and required equipment is in place for events. Provide office management and clerical services for the units served and assist Division Office as necessary; examples include routing phone calls; retrieving, opening and distributing mail to faculty; scheduling meetings and resolving calendar issues; filing system upkeep, ordering supplies; typing memos/letters; submitting purchase requisitions, work orders, print shop orders, and travel reimbursements; creating, photocopying, faxing, scanning and formatting documents; manage department bulletin boards.
20% Create and submit faculty textbook adoptions to bookstore; contact publishers for desk copies upon request; maintain tracking system; follow up and follow through with bookstore and faculty to ensure books are available for students at the beginning of semester. Collect and update list of faculty office hours for posting on faculty office doors each semester, and post them to DAL shared drive by end of first week of each term; distribute door code for smart classrooms with computer password; maintain electronic syllabi each semester, posting to CAS shared drive by end of first week of each term; supply section rosters, when needed; notify students and post signs when class meetings are cancelled; notify students as part of course cancellation processes.
5% Help new faculty get set up after onboarding (coordinate with faculty and staff to order new keys; assist with getting One Card, signed up for printers, instruct with use of printers/copiers; work orders with Facilities Development and Management (FDM) to move boxes/furniture; Information Technology Services (ITS) to move/install computers; Telecom to move/install phones; Housekeeping to clean; update door signs as needed, etc.).
5% Direct, respond to, and resolve student inquiries; if applicable, supervise student workers and/or work with graduate assistants in basic work processes.
5% Coordinate and/or facilitate special projects as needed; attend meetings, other duties as assigned.
Other Responsibilities
Maintain the University’s professional reputation.
- REQUISITIONS, DPV, W9, TMA and R25
- TRAVEL
- MARCOMM
- Events Management Support
- Print-Shop Requests Support
- CCM Support
- Book Adoptions, bookstore contact for all textbooks
- Syllabi, to include maintaining archival list
- Day-to-day service to faculty
- Arena Food Services Support
High school diploma or equivalent.
- Two (2) years (24 months) of work experience performing office management duties.
This position will work three (3) days per week for 7.5 hours per day