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
$ 38412 - 43692
1 Vacancy
Job Description
Position Summary:
This position reports to the Upward Bound Program Director in the facilitation of all participant eligibility participation and tracking. This position is an Administrative Office Manager and is charged with supporting the department Coordinators Advisors and Student staff with department operations.
Specific Job Duties (Essential Functions and Responsibilities)
Administrative and Office Operations
Ensure accurate and timely completion and processing of documents and information
Maintain organization of the Upward Bound Suite
Operate and maintain office equipment such as copiers fax machines personal computers and printers
Process incoming and outgoing mail according to office policy
File paperwork make copies and assist with management of electronic filing systems
Maintain an organized file system in accordance with federal compliance and ASU regulations
Create program correspondence for students parents and administrators and distribute upon Director approval
Purchase all office supplies and maintain all office equipment
Create Travel Request and expense forms for support staff
Attend training as needed
Perform other duties as necessary to support the needs of the department.
Must be available to work daily during the Summer Residential Program in June and July
Reception and Communication
Greet and assist incoming participants agency personnel and co-workers
Answer busy telephones professionally and courteously; route calls appropriately
Communicate information questions or problems to the appropriate office contact
Respond to written and verbal requests and research information or issues in a timely manner
Take minutes at weekly staff and planning meetings
Personnel and HR Support
Work with new hires and staff to complete required paperwork
Create Personnel Contact Requests and assists with hiring paperwork for all Upward Bound employees
Hire train and supervise all UB Drivers and Student Office Assistants
Approve student staff timesheets and assist with Workday and time entry as needed
Program and Event Coordination
Coordinate and complete all paperwork (PCRs POs Official Functions Travel etc.) for UB/UBMS events including contract food services housing and activities
Support the Upward Bound Director with administrative paperwork and identify appropriate purchasing sources
Complete paperwork for department events (group activities symposiums orientations conferences meals etc.)
Coordinate event logistics for guest speakers including Independent Contractor Forms SEARCH candidates travel and hotel accommodations
Work with the Upward Bound Director to determine student stipend allocation and disbursement (Fall Spring Summer)
Work with the Summer Activity Assistant to purchase supplies for student activities
Work with Summer Instructional staff to purchase academic supplies
Data and Record Management
Perform data entry and database management for the Annual Performance Report
Maintain accurate records in compliance with federal and university regulations
Qualifications:
Required:
Associates Degree (Business Communications or related field)
2 years of General clerical/Office Support customer service or other relevantexperience
Preferred:
Bachelors Degree (BA in Business Communications or related field)
Required Skills and Competencies
Ability to multitask and prioritize tasks in a fast-paced environment
Strong interpersonal and communication skills with students parents and staff
Proficient in office technology and systems (phones databases electronic filing etc.)
Attention to detail and organizational skills
Excellent communication skills
Record keeping skills (physical filing & electronic filing systems)
Technologically proficient; Microsoft Office Google Suite and quick to learn application & platform technology
Strong organizational and management skills
Flexibility to take on new tasks and responding quickly and courteously
Problem-solving skills and ability to use sound judgment
Ability to treat others with respect civility and courtesy and to work ethically effectively and collegiality with fellow employees program students/families student staff and the community. This includes the ability to use appropriate conflict management skills to effectively manage any disagreement that might arise or to bring the disagreement to management for assistance in productive resolution when the situation requires.
Demonstrated ability to work collegially and collaboratively with diverse internal and external constituencies.
Salary and Benefits:
The salary range for this position is $38412-$43692. In addition to salary Adams State University offers a competitive benefits program including medical dental vision disability insurance flexible spending accounts life insurance and retirement savings plans. For detailed benefits information please visit our Human Resources Benefits Page.
How to Apply:
All interested candidates must submit application materials electronically through Adams State Universitys Workday application portal.
No other format of application material will be accepted.
Applications must minimally include the following:
A letter of application that specifically describes qualifications and professional experience addressing the position description essential responsibilities professional attributes and qualifications described above.
Curriculum vitae/Resume
A list of 3 references including a current supervisor with email and phone contact
Copies of all collegiate transcripts; official transcripts will be required of the successful applicant.
For questions regarding the position please contact Amanda Atencio
Adams State University is committed to building and expanding the talent of its professional staff and actively seeks qualified applicants who bring unique perspectives experiences skills and attributes that can augment the perspectives of our current faculty and staff and can contribute to serving and preparing our students to engage and thrive in their learning leadership and service.
We strive to create a more representative workforce that mirrors the people who study work and lead our institution and welcome applications from candidates from all walks of life especially members of communities who fall within state and federally protected classes such as: women BIPOC LGBTQ individuals veterans and people with disabilities.
We value qualified candidates with varied language skills who have a record of successful experience with varied communities and student populations and who have a deep understanding of and commitment to the unique geographical and historical characteristics of the place we are situated in and the intersecting perspectives that define our university being a low-income first-generation and Hispanic-serving rural anchor university. Therefore we seek individuals committed to intentionally supporting students and colleagues who possess these characteristics through their teaching service and scholarship.
The successful candidate will join a campus that is dedicated to inclusive excellence and acknowledges Adams States purpose to foster the educational goals of its students and the well-being of the surrounding community.
Additional information about the university and the academic mission may be found at compliance with the Immigration Control Act of 1968 candidates for positions must provide proof of eligibility to work before an offer of employment can be made final.
Adams State University is committed to providing a safe and secure environment for its students faculty staff and visitors and to protecting its funds property and other assets. Well-informed hiring decisions contribute to this effort. Therefore Adams State University has adopted a policy on background screening for its prospective continuing and returning employees as well as students in certain circumstances. Offers of employment will be contingent upon the completion of an acceptable background check. The information received in response to a background check will be treated as confidential to the extent provided for by law.
Title IX of the Education Amendments of 1972 and Part 106 of the Code of Federal Regulations (CFR) prohibits discrimination on the basis of sex including in admission and employment. Inquiries about the application of Title IX and CFR 106 to Adams State University (ASU) may be directed to ASUs Office of Equal Opportunity Director Ana Guevara and/or to the Assistant Secretary for Civil Rights of the Department of Education. Support resources for sexual misconduct ASUs sexual misconduct policies contact information for the Adams State Universitys Office of Equal Opportunity & Title IX as well as a detailed procedure for filing a grievance due to discrimination on the basis of sex may be found online at These procedures also describe the Universitys response to reports and/or complaints of sex discrimination or sexual harassment.
Adams State University is an Equal Opportunity/Affirmative Action employer. Applications are sought from all qualified persons regardless of race color sex disability and as covered by law veteran addition University policies prohibit discrimination on the basis of religion national origin ancestry age sexual orientation including transgender status and gender expression marital status and parental status.
Required Experience:
IC
Employment Type
Full-Time
