Office Manager

Job Description Summary
Oversee Facilities Management customer service internal employee support management some internal departmental accounts payable work order information systems and applications and other general operational areas of Facilities Management including student workers. Support and provide high-level administrative services to the departments management team. Perform additional duties as assigned

Responsibilities
Oversee Facilities Management customer service internal employee support management some internal departmental accounts payable work order information systems and applications and other general operational areas of Facilities Management Serve as a central information resource for the department collaborating with other offices and campus constituents to ensure questions are addressed accurately and in a timely manner. Compose and distribute building project notifications. Manage the Departmental Customer Service Desk ( CSD ) and its functions including hiring supervising scheduling training monitoring and taking corrective action with customer service staff and student workers. Responsibilities include all aspects of work order intake/input customer relations emergency dispatch and management of the Facilities General Mailbox. Ensure adequate staffing at the Customer Service Desk and provide coverage as needed. Oversee payroll labor and work order data entry reporting and accounts payable activities. Ensure timely and accurate processing of paperwork bills purchase orders vendor contracts and related documentation. Review vendor contracts and verify completion of work with supervisors as needed. Conduct ongoing audits of payroll and labor records and take corrective action to maintain reconciliation. Advise and train staff on departmental and university policies and procedures; respond to questions and ensure compliance. Oversee information systems and applications to ensure efficient operations including student and technician computers. Provide training and support for functional users as needed. Evaluate workflow and internal controls and provide recommendations to improve efficiency. Collaborate with the Vice President to establish departmental procedures and communication guidelines. Support the Assistant Director of Department Business as needed with annual fiscal year budget tasks periodic production printing and processing new employee on boarding office supply procurement and receiving electronic document control initiatives weekly review and action on pending online key/card access requests annual departmental reporting requirements and work order backlog reduction. Oversee departmental administrative operations. Provide support to area supervisors on operational matters including questions related to tools equipment new hires pay job descriptions performance evaluations and employee relations issues. Manage all aspects of the staff uniform program including contract negotiations vendor coordination resolving billing and inventory discrepancies and reordering as needed. Oversee the departmental cart and truck fleet including monitoring expenses authorizing payments ensuring insurance coverage maintaining up-to-date registrations scheduling repairs coordinating with vendors and managing contract negotiations. Oversee procurement and management of Chapman-owned cell phones and accessories for the department. Coordinate elevator repairs with contracted vendors. Coordinate pest control services with vendors. Ensure administrative support projects are completed accurately and on schedule. Ensure that department-wide notifications including holiday schedules and payroll updates are sent to all Facilities Management staff. Develop write and maintain current Facilities Management procedures. Provide high-level administrative support to the departments management team. Assist in preparing confidential and sensitive documents. Coordinate human-resourcesrelated paperwork with the Human Resources Office. Participate in management meetings including action-item assignment tracking follow-up and related tasks.

Required Qualifications
Minimum of five years of progressively higher-level administrative support experience to management and managing daily operations of a busy office with a bachelors degree or an equivalent combination of education and experience. Demonstrated supervisory skills including hiring scheduling training monitoring and taking corrective action with multiple direct reports. Working knowledge of contracts timekeeping and accounts payable processes including relevant State and Federal regulations and Chapman University policies. Bookkeeping skills with the ability to monitor and reconcile expenses accurately. Proven ability to assess situations and concerns troubleshoot and resolve issues and manage tasks from initiation to completion. Strong interpersonal and leadership skills to foster collaboration and cooperation with staff vendors and other diverse stakeholders. Demonstrated ability to manage multiple assignments with changing priorities and deadlines successfully. Strong technical proficiency to learn and utilize information systems and applications relevant to the position including (but not limited to) MS Word MS Excel MS Office MS PowerPoint and TMA . Ability to maintain confidentiality and exercise tact and diplomacy in all interactions.