190265 - Office Manager
Founded in 1887, Clark was one of the first all-graduate institutions in the United States. Today the University is a highly-ranked, student-centered institution educating approximately 2,350 undergraduate and 1,150 graduate students to be imaginative and contributing citizens of the world and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. This commitment to scholarship and inquiry reflects the University's commitment to "challenge convention and change our world" and to address issues of critical importance to society. It is also reflected by Clark's many national and international distinctions, including recognition for its diversity and inclusion efforts, innovation, community engagement and impact, as a top green campus, and for having a distinguished geography and international development program. Clark has also been included in the groundbreaking Colleges that Change Lives guide since it was first published in 1996.
Clark is located in Worcester, Massachusetts, a dynamic, diverse city "on the rise." The second largest city in New England, Worcester is home to 11 institutions of higher learning and is increasingly recognized for its growing healthcare and biotechnology communities, its thriving cultural scene, and as a vibrant food hub
Clark University seeks an Office Manager in the Residential Life and Housing office.
The Office Manager manages several operational functions for the Student Affairs units located within the Asher Suite including Residential Life & Housing, Student Leadership & Programming, and Events Planning. As such, the Office Manager is responsible for the management and supervision of the day-to-day operations of the unit, external clients/conferences, and early arrival and late stay process for residential students. The Office Manager supervises several key student staff including office assistants and summer housing assistants. The Office Manager focuses primarily on operational support for Residential Life & Housing and its functions and purview. Finally, this is a live-off position that will occasionally require staffing of departmental or university events on nights and weekends.
Job duties include:
- Hire, train, and supervise the student office assistants who receive people in person and by telephone, provide clerical support, and refer people to other University offices as appropriate. Additionally, coordinates the reading of and response to the firstname.lastname@example.org and email@example.com email accounts.
- Responsible for management of student and staff budgeting, including signing purchase orders, reimbursements, cash advances, and travel reimbursements. Tracks and maintains various budget line items. Manage departmental budget for Residential Life and Housing through the Banner Information System.
- Assist in managing the early arrival and late stay processes, including creating forms, collecting student data, charging student accounts, and confirming with students their arrival/ departure dates.
- Assist in managing summer housing assignments including notification to students, assignments, coordinating move in and move out, etc.
- Serve as a trained member of the University Conduct Board and occasional hearing officer as needed.
- Assist with billing of internal and external clients for space usage on campus, primarily regarding summer conferences who request housing.
- Assist with operating in the Event Management System to approve room requests, which do not require any additional services.
- Is responsible for working with the Director of Residential Life and Housing to maintain student records, billing, term set up and meal plan access, as needed.
- Organize the collection and filing of Housing Lottery, housing waitlist, first year housing, transfer housing, summer housing, and graduate student housing forms.
- Assist in the coordination of Orientation/Opening Day preparations.
- Coordinate online Room Condition Reports at various check-in and check-out times.
- Coordinate the purchasing and stocking of all office supplies. Maintain and work within parameters of office supply budget.
- Be aware of and address student concerns and assist students on an individual and group basis regarding personal, academic, and housing-related concerns. Share information about issues to other staff and offices, as appropriate.
- Act as liaison to Director of Residential Life and Housing regarding housing and staffing related issues, i.e. duty schedules, room assignment, room changes, damage billing, opening and closings, room condition cards, housing lottery, etc.
- Bachelor's degree required; 1-3 years of professional experience or a combination of education and relevant work experience.
- Growth potential and a strong understanding of student experiences and development is essential.
- High level of proficiency with Microsoft Office Suit products: Word, Access, Excel, and Outlook, CS Gold Access Management, and The Housing Director housing management software; training may be provided for candidates who need additional assistance with these applications.
- Previous experience in higher education, specifically working directly with students is required.
- Previous experience working in Student Services, including Residential Life & Housing experience, preferred; strong understanding of the student experience is essential.
- Prior exposure to accounting concepts or experience with budget reconciliation.
- Excellent organizational and time management skills; ability to prioritize and communicate clearly.
- Proven ability to juggle multiple tasks with interruptions.
- Proven attention to detail and methods for ensuring accuracy.
- Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus.
The hourly rate for this position is between $17.00 and $18.00 commensurate with skills and experience.
This is a full-time, 35 hours per week, position, with excellent benefits, which include employee and family tuition benefits, 4 weeks' vacation, generous retirement plan, free use of campus fitness center and many more.
Clark University embraces equal opportunity and affirmative action as core values: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.
To be considered for this position, you must submit your credentials online. Create a Clark University Careers Account by clicking on the APPLY NOW button below. You will be able to upload the following documents, which are required for consideration:
- Cover letter
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Review of applications will begin immediately and continue until the position is filled.