Office Manager

About Summer Discovery

Our mission is to provide best-in-class, immersive summer college enrichment experiences that perfectly balance courses curated by top tier universities in diverse fields of study, with opportunities for students to have fun, travel and explore new places with new friends.

We support students in their mission to deepen their knowledge of their academic passion and foster college-ready confidence through hands-on learning experiences in their preferred field of study. We are the industry trailblazers, applying nearly sixty years of learning, refinement and relationship building into what we do each day.

Simply put, our team is obsessed with summer and determined to help our students excel, building lifelong skills, embracing intellectual curiosity, innovation, and a love of learning.

OVERVIEW

This role of the onsite Office Manager is to provide administrative and client-focused support to all staff, students, and the program. This position reports to the Program Director.

ESSENTIAL RESPONSIBILITIES

The Office Manager is entrusted with the following pivotal roles and responsibilities:

• Adheres to policies and procedures as outlined in the Employee Handbook.
• Completes all pre-program responsibilities:
• • Participate in virtual orientation programs as scheduled prior to your campus arrival and support, and support in person staff orientation prior to the students arrival.
  • Assist with the set-up of the summer office on campus
  • Communicate with Operations Team, Campus Manager, Director, Director, Academics, and Programming.
  • Assists with the coordination and implementation of parent orientation and student registration.
• Acts as the liaison to students/families with our “Home Office” and any special assistance they may require
• Work to create an on-campus culture of putting the customer (student) first
• Respond quickly to customer inquiries via phone, in-person, and/or email
• Works with Director to oversee budget and maintains comprehensive expenditure records
• Processes and organizes receipts and financial documentation in the Financial Management Portal
• Coordinates timely employee reimbursements and follows up on outstanding claims
• Maintains a professional, organized, and functional workspace
• Creates and manages daily staff schedule ensuring adequate staffing coverage both day and night
• Review student on-campus forms as needed
• Greets and directs visitors to the program, answers telephone calls, and provides administrative support to the Director or other staff members, students, parents, and administrative office.
• Provides overall administrative support for the administrators on campus.

• Provides training, supervision, and information sharing as needed in the administrative office.
• Utilizes the customer relationship management software (Playground) to document student on-campus details and incidents that may occur
• Keeps accurate, up-to-the-minute account of students checking in and out of campus; oversees attendance/presence on campus, especially on weekends.
• Assists with the overall closing of campus, including packing up supplies in the inventory pod.
• Assist each department (programming, academics, leadership) to ensure smooth operations.
• Maintain constant contact with others by interacting with staff and students and within dorm living situations, campus facilities.
• Be available to work 24/7 shifts to anticipate unexpected situations or assist during emergency operations.
• Additional duties as assigned.

COMPETENCIES

TheOffice Manager is expected to possess the following competencies:

• Exemplify leadership qualities, exhibiting honesty and integrity while adhering to the highest standards of personal conduct.
• Exercise sound judgment in decision-making and problem-solving processes, displaying an aptitude for mentoring young adults.
• Demonstrate a warm, approachable demeanor, characterized by a helpful attitude, positive outlook, and a genuine commitment to student success.
• Exhibit proficiency in the use of various office and recreational equipment, including, but not limited to: office phones, cell phones, computers, and printers.
• Possess strong attention to detail, note-taking, and adherence to standard operating procedures.

PHYSICAL DEMANDS

The Office Manager is required to meet the following physical demands:

• Ability to demonstrate speech clarity and recognition by speaking frequently for long periods of time to students, parents, faculty, and staff while conveying detailed and important information.
• Adapt to a dynamic daily schedule that involves constant movement throughout the assigned campus, including to and from various destinations.
• Work in a warm to hot climate, including periods that may be without air conditioning.
• Physical agility and stamina to manage the rigors of a high-energy residential summer program.
• Adjust to various living situations and frequently use campus facilities while seamlessly interacting with students and staff.
• Be prepared for a physically demanding role that involves constant vigilance, ensuring the safety and well-being of the students.

EXPECTED HOURS OF WORK & TRAVEL REQUIREMENTS

As the Office Manager:

• You will be required to live on-campus for the entirety of the program.
• You will attend a mandatory staff orientation that begins 7 days before the program begins.
• You will be provided with one day off for every two weeks spent on campus.
• A commitment to a flexible and dynamic workday is a must, considering the varied working hours of our residential community.

EDUCATION, EXPERIENCE, & QUALIFICATIONS

To be considered for the Office Manager position, you must meet the following criteria:

• Possess or working on a bachelor’s degree or higher
• Experience in residential life, camp administration, and/or supervisory experience in a recreational or academic environment.
• Administrative and budgeting experience needed.
• Understand the commitment to a structured daily schedule with limited time off.