Office Manager

Office Manager

Category: Staff Subscribe: Department: School Counseling Locations: Worcester, MA Posted: Jun 11, 2024 Closes: Open Until Filled Type: Full-time Position ID: 177607 About Assumption University:

Assumption University is a comprehensive, private Catholic liberal arts institution with 2,500 undergraduate and graduate students, sponsored by the Augustinians of the Assumption. We awaken in students a sense of wonder, discovery, and purpose, forming graduates known for their intellectual seriousness, thoughtful citizenship, and devotion to the common good. Our curricular and co-curricular programs provide students with an education that shapes their souls, forms them intellectually, and prepares them for meaningful careers. We are a diverse community that welcomes different points of view and embraces all who share our mission. Enlivened by the Catholic affirmation of the harmony of faith and reason and by the pursuit of the truth in the company of friends, an Assumption education transforms the minds and hearts of students.

An Equal Opportunity Employer. Assumption favors diversity, ecumenically welcomes all who share its goals, and strongly encourages people of color and others from underrepresented groups to apply.

The University is in Worcester, Massachusetts, New England's second largest city that "combines the warmth of a small town with the convenience of a thriving city."

Job Description:

BASIC PURPOSE: Reporting to the Director of Counseling Services, the Office Manager will support the Counseling Services, Community Standards, and Residential Life teams in coordinating the work of the departments, other duties and programs as assigned and initiatives in support of the mission of the University. This position is an 11-month assignment, working July-May.

ACCOUNTABILITIES:

Administrative:

• Provide administrative support to the Counseling Services, Community Standards, and Residential Life teams, including calendar maintenance, correspondence, budget management.

• Provide day-to-day support to Counseling Services, Community Standards, and Residential Life teams.

Event Planning:

• Assist with planning and implementation of various events for Counseling Services, Community Standards, and Residential Life teams.

• Make and confirm room reservations through the University reservation system.

• Schedule and publicize events on master calendar and University portal.

• Work with Dining Services for food service planning.

• Coordinate pertinent advertisement posters/flyers/brochures.

Finance:

• Monitor department budgets ensuring invoices and purchase orders are processed in a timely fashion, making budget transfers as necessary.

• Manage credit card allocation.

• Place and expedite orders for supplies based on regular inventory checks.

Department Operations:

• Serve as the point of contact for the suite reception area, provide a welcoming environment for students and visitors.

• Assist students with check-in for appointments, scheduling walk-in and same-day appointments for Counseling Services, Residence Life and Community Standards.

• Support Counseling Services, Residential Life, and Community Standards with administrative work, including hearing board preparation, meeting scheduling, and document preparation.

• Supervise student employees, including hiring and training.

• Receive, sort and distribute mail.

• Ensure operation of office equipment with service requests as needed.

• Maintain adequate office supplies for department use.

• Initiate work orders with facilities and maintenance department.

• Develop and maintain filing systems.

Skills:

• Excellent interpersonal, initiative, teamwork, problem-solving, independent judgment, organization, and communication (verbal and written) skills.

• Strong customer service skills, phone, and e-mail etiquette.

• Encourage an environment that supports student privacy.

• Ability to maintain professional boundaries and confidentiality.

Requirements:

• Must be willing to contribute actively to the mission of the University.

• Demonstrated knowledge of Microsoft Office: Word, Excel and PowerPoint.

• 2-3 years previous office experience. (preferably higher education)

• Associate or bachelor's degree.

Additional Information:

SCOPE: Interacts on a frequent daily basis with the University's administrators, faculty, staff, and students, and with external representatives of various agencies and organizations.

PHYSICAL DEMANDS: The physical demands listed are typical of those an employee must meet to successfully perform the essential duties of this job. We may make reasonable accommodations to enable individuals with disabilities to perform those duties. While performing the duties of this job, the employee is regularly required to talk, see, hear, read, write, walk, sit, stand, stoop, kneel or bend; reach with hands and arms; use office equipment such as computer, telephone, calculator, and fax machine. The employee must occasionally lift and/or move up to 25 pounds.

MENTAL DEMANDS: The mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Examples of mental demands include reading (documents), detailed work, confidentiality, language, math, reasoning, oral communications, written communications, multiple concurrent tasks, interruptions, and performing calculations when necessary.

Application Instructions:

Please be sure to submit your cover letter addressing qualifications for this position along with your resume.

Thank you

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