Office Manager
Office Manager
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
HIRING PROCESS: All submitted application materials are forwarded to the appropriate department for review. Hiring recommendations are made at the departmental level. Department representatives will contact candidates directly if an interview is scheduled or if further information is required. The information provided in each job listing below is the extent of what is available to interested candidates. No additional information is available. Brenau only accepts applications/resumes for advertised positions.
PREEMPLOYMENT SCREENINGS: Brenau University will conduct criminal background checks on all persons being considered for initial employment. In some circumstances an FBI fingerprint report may be necessary to satisfy the requirement. Once employed employees must hold and continue to maintain a favorable criminal history background. Random background checks are performed. Credit checks may be performed on candidates/employees who are selected for a position that regularly engages in handling credit cards or other company monies. A Motor Vehicle Report (MVR) may be performed during the hiring process or as part of a random check. MVR checks are required to meet insurance requirements for those employees operating a university vehicle or participating in any driving activity on behalf of Brenau University (including operating a golf cart rented vehicle or ones personal vehicle). Employees who travel must be at least 21 years of age have a valid Georgia drivers license and good driving record. All employees who operate university vehicles who are employed in a sensitive position or who travel regularly as part of their job responsibilities may be subject to posthire drug screening and random drugscreening. All employees are subject to reasonable suspicion drug screening.
EQUAL OPPORTUNITY:Brenau practices and believes in equal opportunity for all students employees and job applicants. We do not discriminate on the bases of age race color religion sex (including pregnancy and gender identity) sexual orientation national origin disability genetic information military service or any other characteristic protected by federal state or local law or ordinance. These protections extend to all conditions and privileges of employment including without limitation to recruitment hiring compensation benefits transfers promotions discipline and termination.
DRUGFREE WORKPLACE:Brenau University is a drugfree workplace as certified by the Georgia Workers Compensation Board. View Policy
Position Summary:
Coordinates administrative duties for the Chairs of the Art & Design and Interior Design Departments and assists departments students. Provides administrative support for faculty and adjuncts of the departments; monitors and resolves issues with departments labs/resources at the Gainesville; manages work study students and building needs. Provides general office duties. Maintains professional appearance and is responsible and discreet. This position is located primarily at the Gainesville campus but does require occasional travel to the Norcross campus and occasional later hours for department events.
Minimum Qualifications:
This position requires a proactive attitude and participation in a variety of campus events. Excellent writing and computing skills; Must be proficient in Microsoft Office Suite (MS Word Excel). Excellent office management and organizational skills; excellent interpersonal skills including strong telephone manners and the ability to work with diverse groups such as administrators students and faculty; knowledgeable of higher education college structure. Must be able to provide secretarial services maintain accurate records complete tasks in a timely manner maintain confidentiality and be willing and able to learn new skills related to position. College degree preferred; minimum of two years experience as an office and lab manager preferred.
Responsibilities:
Office
- Establishes office structure and manages office activities
- Orders office supplies and stationery; purchases supplies locally as needed
- Manages errands and deliveries as required by Chairs and department
- Prepares work orders for office maintenance phone system computer work academic housekeeping and public access areas
- Serves as Emergency Response Team Representative for the Simmons Visual Arts Center
- Assists with accreditation and assessment
- Makes copies and monitors the copier usage and supplies
- Types correspondence memos Emails as requested by Chairs
- Posts publicity and other materials relating to educational/arts events among others
- Attends training sessions at Brenau pertinent to office managers or lab coordinators
- Processes work study requests for the departments supervises work study students
- Assists students throughout the day/week with questions concerns in the department via phone calls emails and personal contact
Labs
- Prepares and posts schedules for Art & Design and Interior Design labs/studio spaces
- Coordinates additional scheduling of labs and studio spaces
- Coordinates student access to labs and studio spaces; coordinates door coding and maintenance
- Monitors labs/studio spaces for materials/tools inventory and upkeep
- Maintains and monitors hardware in labs including printers and plotters
- Monitors lab equipment for supply levels (inks print heads extruders etc.) and orders supplies
- Assists students in lab with troubleshooting for printing and plotting issues
- Keeps log of troubleshooting issues and when necessary manages referral to IT department
- Collaborates with IT on installation of software hardware and interfacing with Brenau systems
Budget
- Keep details of budget in two google sheets
- Budget Shared with Department Chair
- Student Fees shared with faculty
- Enter all outstanding receipts including CC Intelilink
- Ensure that all budget lines are up to date on all documents by Friday each week.
- Collect all receipts with purchases made from the department CC and make note of class fees or other predetermined budget section.
- Keep organize and archive all receipts purchase orders and other budgetrelated materials.
- Work directly with faculty for purchase orders of class supplies and materials related to class fees.
- Assist in the ordering of supplies when provided a list by faculty
- Manage paperwork for reimbursements check requests and purchase orders.
- Management of archived purchases from previous semester to help provide consistent information and institutional knowledge of how things have been done in the past when necessary.
- Keep the departmental credit card be aware of current balances available on the card during the semester
- Be familiar with companies we have a 30 net agreement with
Student Work Study Management
- Schedule work studies and oversee their time sheets on ADP
- Keep signin and out records for all Art & Design and Interior Design student workers.
- Refer to shared faculty Google Doc containing work tasks for each work study position and confirm students have successfully completed assigned tasks before they sign off on them on the Google Doc.
- Approve all absence requests from scheduled time and makeup hours
- Provide work for Studio Fashion and Interior work study students if they have finished with their programspecific tasks and their faculty manager is unavailable.
- Use discretion to delegate appropriate jobs to trusted work studies such as social media posts data entry interdepartmental work poster designs recruitment packets digitizing alumni portfolios and files.
Administrative:
- In the office by 8:30/9:00 am unlock all doors on the hall
- Close up doors on the hall at the end of the day when leaving
- Department Meetings
- Work with Department chair via shared Google Doc to develop agendas for the monthly department meeting.
- Begin Google Doc for next meeting after prior meeting with items that have been deferred or need further discussion/old business
- Print all material requested by Chair prior to meeting including agenda
- Order lunch if applicable and send menus to faculty to ask for their orders 1 week before the meeting
- Take minutes during the meeting
- Email completed minutes to chair for approval or revision
- After chair approval email minutes to all faculty within a week a week of the chairs approval
- Answer phone calls and respond to emails for the Department and direct questions to appropriate place or person including the email.
- Maintain the list of current students in A&D and ID with their email and program information and update each semester.
- Check the Brenau Mail and campus boxes daily or have a work study check the mailroom in your behalf.
- Place work orders for IT and for facilities assistance as needed by the departments.
- Assist with event organization and management as needed (see above and below)
- Order and pick up food/beverages for internal events.
- Manage keys including checking keys in/out to students
- Post class times/days outside each classroom before classes begin each term
- Arrange time and place for photography of student work in the Fall & Spring Semesters in conjunction with department chairs.
- Share photos from each photoshoot with all current Art & Design & Interior Design Majors and send out via email the protocol for downloading and saving photo files to individual student folders.
- Keep common areas cleaned up including: hallways break room and supply room
- Make sure all textbooks are inputted to B&N Facultyenlight by faculty when they are due.
- Update department handbooks at the end of each academic year.
- Coordinate and arrange travel lodging and meeting times/room reservations when potential job candidates are coming to campus.
- Manage personal time clock on ADP.
Important Dates and Events
- Send reminders to faculty and students for all important dates and events at least 1 week in advance of the event. Some events will require multiple reminders and reminders that start more than 1 week prior.
- Take the initiative on reminding and informing the students; ask specific faculty for detailed information if he/she has oversight of a specific event to write necessary information and send it to the office manager for communication with everyone.
- Be aware of upcoming events and important dates and be proactive about spreading the word.
Social Media & Recruitment
- Management of The Center for the Arts & Design facebook page.
- Show prospective students the various studios associated with the program of interest and provide student with recruitment packets and/or swag if applicable.
- Coordinate with faculty if students contact the department to sit in on classes or see the facilities throughout the year. Also coordinate with faculty to set up program specific portfolio reviews.
- Organize and package recruitment materials for upcoming events. This is upon request but expectations of needed items can be found on the important dates for the semester.
Building CoordinationSimmons Visual Arts Center (SVAC):
- Works with Security to coordinate emergency/security/security guidelines for SVAC
- Responsible for or coordination of unlocking/locking specific doors to SVAC
- Coordinates building maintenance and housekeeping needs for SVAC thru work orders
- Coordinates disposal of recyclable materials such as paper plastic aluminum via work study assistance or personally transports recyclables to Brenau or Hall County site
- Coordinates keys and door issues lost and found
- Helps coordinate holiday and event decoration/set up and break down
- Coordinates restocking of CINTAS emergency supplies
StudentAssessment Outreach and Recruitment:
- Updates Student Handbooks
- Oversees postings on Department Canvas sites
- Maintains Assessment notebooks
- Maintains Alumnae notebooks
- Maintains and distributes recruitment information
- Coordinates the purchase of end of year student gifts
- Assists and coordinates printing of graduate materials
- Coordinates semester end student photo shoots in Google docs
- Develops announcements for students via email communications as needed
- May assist with Graduation/Commencement ceremonies (on a volunteer basis)
- Assists with coordinating field trip transportation arrangements
- Assists with portfolio exhibitions
- Sophomore & Senior Reviews
- Share schedule of sophomore and senior reviews with students and faculty
- Attend all Sophomore and Seniors reviews to take notes for the student about strengths and growth opportunities.
Student Organizations
- Kappa Pi
- Send out letters to initiates and members
- Assist in the organization of the initiation ceremony
- Brenau Fashion Collective Collect money when applicable
- ASID American Society of Interior Designers (student chapter). Posting receipts to account etc.
Supervisory Responsibilities:
Supervises student employees
Work Hours & Schedule:
Fulltime. 37.5 hours per week. Generally MondayFriday from 8:30 a.m. 5:00 p.m. Hours may be extended to meet the needs of the department.
Campus Designation:
Gainesville Historic Campus/ onground position
Environmental and Working Conditions/ Physical Demands and Aptitudes:
Sedentary work. Work is performed in an office environment and requires the ability to operate standard office equipment and periods sitting at a desk and working on a have the ability to travel short distances and/or drive a vehicle to deliver and pick up materials. Exerting up to 15 pounds of force to lift carry push pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists hands and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
Title IX Implications:
Responsible employee
Any employee who is not a confidential employee. Brenau University requires that all Responsible Employees MUST report any possible sexual harassment or discrimination based on sex to the Title IX Coordinator when the employee has information about conduct that reasonably may constitute sex discrimination or sexbased harassment under Title IX or this part. Employees are encouraged to report these concerns in writing via email. When an employee or a student (or a person who has a legal right to act on behalf of a student) informs anyemployee (including both Responsible and Confidential employees) of the employees or students pregnancy or related conditions that employee must promptly provide that person with the Title IX Coordinators contact information and inform that person that the Title IX Coordinator can coordinate specific actions to prevent sex discrimination and ensure the employees or students equal access to the Recipients education program or activity.
Payroll Status:
HourlyNonExempt
Travel Requirements:
Occasional travel required.
Special Requirements:
May be subject to preemployment criminal history background check random credit checks MVR drug screen and criminal history checks.
Licensure Requirements:
If the position you are applying for necessitates that you hold a professional degree license or certification then proof of such professional degree license or certification must be provided in addition to this application for Brenau University to consider your application for employment. Failure to provide proof of professional degree license or certification when applicable may result in rejection of an application.
All positions will be filled pending budgetary review.
Required Experience:
IC
Employment Type
Full-Time
