Office Manager

Posting Title

Overview

The Division of University Communications is responsible for the University’s institutional internal, external, and executive communications and marketing strategies, and for publicly articulating the University’s mission and message to a variety of audiences.

The team delivers world-class communications support, direction, counsel, and content to stakeholders in ways that build trust while protecting and enhancing the University’s standards, reputation, and culture.

Responsibilities

In coordination with the VP of University Communications, manages the budget, submits requisitions, manages purchase orders, receives invoices, works with vendors to submit contracts, manages vendor relationships, and reconciles credit cards.

Helps Vice President and Associate Vice Presidents of University Communications to prepare budget reports and presentations.

Organizes meetings, ensures prep materials are drafted and sent before the meeting. Draft all communications to staff, including notes for meetings, updates, or news.

Responsible for the administration of records of the Division, including maintaining a current system of archival in the Division’s Drive and paper filing system. Will be responsible for forwarding documents to other staff members, as well as printing, making copies, and shredding.

Completes a wide variety of administrative tasks for VP and two AVPs, including: scheduling meetings, making copies, arranging conference calls, taking notes at meetings, assisting with new hire onboarding processes, oversees office supplies.

Covers the telephone for the University Operator. Takes accurate written messages and notes. Provides back-up support for other administrative assistants.

Maintains hardware and software inventory, interfaces with Tech Services for the maintenance of hardware and software, makes purchases, and oversees installation of new hardware and software.

Manages user licenses for software.

Organizes office events, meetings, and conferences.

Maintains a high level of professionalism, delivers excellent client service, and interacts positively with the community, vendors, and outside partners.

Qualifications

Bachelor's Degree with 0-3 years previous job experience, preferred working in a similar role and/or office.

Demonstrated ability to manage budgets preferred. The ability to navigate complicated processes is required.

Demonstrates sound judgment in resolving matters of moderate complexity.

Demonstrates ability to prioritize assigned work and complete in a timely manner.

Consistently demonstrates the ability to evaluate and appropriately address privacy and confidentiality concerns when dealing with others.

Experience with PeopleSoft is a plus.

Computer and software savvy, excellent written and communication skills, superb organizational skills, outstanding interpersonal skills,

A willingness to learn, proficient in Excel, experience with SmartSheet, and Google Workspace preferred.

Interest in marketing, communications, and operations.