Office Manager, Marketing And Communications

Office Manager, Marketing and Communications

We are currently seeking to fill our Office Manager, Marketing and Communications position at the Philadelphia campus with a highly qualified and passionate individual.

Job Title: Office Manager, Marketing and Communications

Department: Marketing and Communications

Location: Philadelphia (Hybrid Eligible)

FLSA: Exempt, Full-time

SUMMARY:

The office manager oversees the day-to-day administrative support for the assigned department operations and management activities, such as annual planning and budgeting. The successful incumbent works closely with department staff, including leadership, and other departments to coordinate a range of administrative support activities, including but not limited to inventory and scheduling, managing internal processes and operations, and reviewing and updating departmental policies, procedures, standards, and regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The successful incumbent will perform the following duties, with or without reasonable accommodations:

• Greet and assist visitors and answer department telephones and mail, including physical and electronic; address general inquiries regarding department services or operations, or redirect requests to the appropriate person(s) for response or issue resolution.

• Assist with developing operational plans and budgets; collect and compile operations-related information for incorporation into budget planning discussions and activities; ensure the accurate and timely processing and recording of accounts payable and receivable entries; prepare regular and ad hoc reports of departmental spending, as needed.

• Collaborate with department staff, including leadership, to coordinate and implement timely administrative support functions, including but not limited to developing and maintaining an up-to-date departmental calendar of events.

• Oversee the timely coordination and implementation of administrative activities, including meetings and events, travel, and inventory of department supplies and equipment.

• Collaborate with the department's senior leaders to review and revise existing standards, policies, and procedures, as needed, to accomplish goals and objectives.

• Assist with developing and implementing training and orientation-related activities for staff, as applicable. Such activities include, but are not limited to, scheduling, project assignments and expectations, and equipment assignment and collection.

• Complete, or assist with completing, staffing-related documents, such as requests for new hires, voluntary terminations, promotions, and reassignments; submit staffing-related transactions in accordance with established policies and procedures.

• Coordinate or assist with coordinating the administrative facets of departmental events and special projects, including but not limited to attendance, meals, facilities, and equipment setup and breakdown.

• Manage relationships with suppliers and vendors contracted to achieve contractual objectives, including the development of service level agreements (SLAs).

• Prepare regular and ad hoc reports regarding department processes and activities; distribute reports to the appropriate internal or external stakeholders.

• Perform or participate in departmental audits; collect and compile information for internal and external data requests.

• Perform other duties as assigned or requested.

REQUIRED SKILLS AND EXPERIENCE:

• Minimum of three years' experience in administration or operations management.

• High level of customer service.

• Strong collaboration skills.

• Strong communication skills, including written, verbal, and interpersonal.

• Strong project management skills, including organization and priority management.

• High level of computer proficiency in word processing, spreadsheet, presentations, email, and virtual meeting applications, preferably on the Google Workspace or Microsoft 365 platforms.

EDUCATION AND CERTIFICATIONS:

Bachelor's degree in business administration or a related field is preferred. Candidates with a high school diploma or GED will be considered in lieu of 8 years of relevant experience.

PHYSICAL REQUIREMENTS:

• Ability to stand or sit for prolonged periods.

• Ability to lift up to 25 lbs.

• Ability to view a computer screen for extended periods, up to eight hours per day.

• Manual dexterity and mobility in order to use personal computers and other office equipment.

Salary Range: $49,000 - $59,000

The referenced salary range is based on PCOM good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. PCOM offers a total rewards package that supports our employees' health, life, career and retirement

PCOM prohibits discrimination on the basis of age, race, sex, color, gender, gender identity and expression, national origin, ethnicity, ancestry, sexual orientation, religion, creed, disability, genetic information, marital status, pregnancy, military and military veteran status or any other legally protected class status in all its programs, activities, and employment practices.