Office Manager

Job Description

50% Office Operations and Administrative Support

• Greet guests and manage visitor needs by providing resources, directions, calendaring, etc.

• Manage all incoming Honors Program communications with timely and informative responses. This includes but is not limited to email, phone, instant messaging requests.

• Supervises student staff and administrative support functions. Hire, train, and supervise the student assistants and ensure that the office is adequately supported for office and facility needs.

• Ensures all program and facility activities are communicated effectively. Coordinates mailings, produces materials for information packets by creating materials or pulling together other campus information, etc.

• Works with senior leadership on coordinating and managing multiple donor/alumni activities and fundraising initiatives to ensure coordinated and successful outcomes.

• Ensure the confidential use and storage of information.

• Maintain the director's calendar using Outlook. Assist with the scheduling of meetings and events for the program director and other staff.

• Works with the director and leadership team to prepare materials and spaces for meetings, events, board activities, recruiting events, etc.

• Attend staff meetings and signature program events.

• In collaboration with staff, contribute to the design and delivery of student leadership training or other programming as appropriate.

20% Building Operations

• Foster a welcoming environment by successfully managing building logistics and spaces.

• Coordinate with the honors admissions team to determine space needs for prospective student visits.

• Establish and support building opening and closing procedures, complying with safety requirements, etc.

• Oversee the scheduling of building spaces.

• Provide for the smooth functioning of classroom and office technology.

• Provide directional signage to give guidance to visitors and enhance navigation.

• Coordinate with KU Facilities to address building maintenance needs and maintain the professional appearance of building spaces.

• Coordinate with KU Parking on parking needs.

• Oversee staff office moves.

• Work with university personnel to have a building emergency and evacuation plan.

20% Event Planning

• Collaborate with honors staff and faculty to ensure that program events address student needs and align with program goals.

• Oversee the logistics for signature program events taking place both inside and outside of Nunemaker including Planning Your Honors Path, and the Honors Seminar Symposium.

• Reserve spaces and technology necessary for events.

• Facilitate catering needs.

• Assist with the production of invitations and the tracking of responses.

10% Other

• Contribute to scholarship and award processes.

• Serve on department/university committees and pursue other forms of professional development, as appropriate.

Required Qualifications

• High school diploma or GED equivalency plus four years office experience or four years of post-secondary education.

• Experience with PC/Windows environment including MS Word, Outlook, and Excel as demonstrated by application materials and previous experience.

• Experience with scheduling and calendar management

• Experience working with confidential information.

• Excellent communication skills and attention to detail as demonstrated by application materials

Preferred Qualifications

• Bachelor's degree.

• Demonstrated experience maintaining effective working relationships with faculty, staff, and students in a higher education environment.

• Previous supervisory experience.

• Experience with event planning.

Position Requirements

This position requires working on-site. Operations hours are M-F from 8am-5pm.