Office Manager

To oversee the operations of the CAES Dean’s Office and provide administrative assistant support to the Dean. Independently exercise a high degree of judgment and initiative in determining the approach/action to take in non-routine situations. Provide direction to administrative assistants in the college as needed. Effectively communicate with the public and other University personnel.

70% Performs and supervises administrative support activities such as 

 maintaining files and central records and preparation of payroll and 

 personnel records. In addition to service to the Dean of the college, the 

 holder of this position provides service to the four schools in the college,

 which provide undergraduate and graduate programs of instruction, and 

 several community service programs.

 Maintain a working knowledge of all University policies and procedures 

 regarding students, faculty, staff, and civil service. Make

 recommendations and implement procedures to improve operations and 

 keep the office functioning smoothly.

 Review correspondence and receive telephone calls related to the most

 sensitive and confidential matters and determines appropriate action to be

 taken. Independently composes and types correspondence involving 

 complex, sensitive, and non-routine matters.

Prepare and process forms for new hires (faculty, classified staff, and unclassified staff – Using the NeoED system). A working knowledge of the university hiring process.

Prepares Human Resources forms such as Payroll Action Forms and maintains faculty personnel files, part-time faculty files and classified and unclassified personnel files. 

Prepares budget related forms for faculty. Also process forms for changes in employment for faculty, classified staff and unclassified staff,

such as degree updates, resignations, retirements, promotion/tenure, etc.; 

Prepare paperwork for Grants, Professorships, etc. for faculty payroll.

Assesses importance of issues or conflicts, and briefs supervisor.

30% Review and update faculty information in the Faculty Roster System.

(Each semester/term). Collect updated faculty CVs during the Spring semester (March).

 Meet with Administrative Assistants in the College as needed to provide

 updates in procedures.

 Assist the Associate Dean with part-time employee paperwork during

 each academic term; and assist with necessary duties during a term or 

 semester. 

• Three years’ administrative experience in which clerical work was a major duty.
• Ability to communicate effectively (verbal and written). 
• Proficiency in using Microsoft Office software (Outlook, Word and Excel); ability to learn new technologies.

Salary : $40,000