The Office Manager provides support and assistance to the Office of Admissions (Undergraduate) including the Dean of Enrollment, Director of Admissions, Records Manager, Assistant Director of Enrollment Systems, and Admissions Counselors in all daily activities, tasks, projects, and major events.
Ranked by Niche as the second (#2) most diverse private college in Washington State in 2020, Saint Martin’s is extremely proud of our student diversity. Our university treasures persons of all abilities, ages, ethnicities, genders, nationalities, orientations, races, and religions. In particular, we know that students educated in an ethnically diverse setting perform better academically and reap greater professional success than their peers from more homogeneous learning environments. We proudly celebrate that our student population is 51% undergraduate and 32% graduate students of color. We are committed to pursuing an employee community which reflects a similar, if not the same percentage.
Therefore, we intentionally encourage and request that members of historically underrepresented groups apply to join this community. All of us, from all backgrounds, are making a commitment to do and be better for our students, faculty and staff.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following.
- Collaborate with the Dean of Enrollment, Director of Admissions, and Admissions Counselors in forecasting and maintaining all departmental and team budgets.
- Track all departmental and team expenditures/income, including processing of payment requests, deposits and credit card reconciliations.
- Work with Dean of Enrollment to maintain institutional control of operating budgets for counselors. Includes monthly updates and budget meetings when necessary. The position has a proactive role in budget projections and estimated costs.
- Collect purchase orders and route them for approval; responsible for most office online purchasing or last minute supply/equipment purchases.
- Reconcile budget spreadsheets from the Office of Finance monthly and review all expenses, comparing the admissions internal spreadsheet with each program’s institutional budget spreadsheet. Make budgetary corrections/adjustment in departmental records or instruct finance personnel to make corrections or adjustment when errors are found.
- Serve as an initial contact with prospective clients, students, staff, and faculty and community members seeking information about the Office of Admissions in various forms of communication, including: in person, phone and email.
- Generate the necessary institutional forms for processing. In collaboration with the Office of Human Resources, prepare confidential human resource and payroll requests as needed for the employment of temporary, student and regular staff. Order business cards, keys and/or other needs for staff when necessary.
- Oversee graduate assistants coordinating daily visits, overnight visits, and group visits through the use of Slate and Outlook.
- Hire, train, and supervise student ambassadors and graduate assistants. Provide work assignments, develop work schedules, review timesheets, submission of confidential HR and payroll forms.
- Maintain inventory of office supplies and marketing materials, including ordering supplies and materials as needed.
Executive Assistant Duties
- Schedule meeting and make various arrangements necessary for the Dean of Enrollment
- Manage all credit card allocations generated by Dean of Enrollment. Works closely with Office of Finance to allocate credit card expense.
- Attend institutional meetings as requested by the Dean of Enrollment to provide support. Reserve and set-up rooms and if appropriate, record and distribute meeting minutes. Coordinate all needs for department events where internal and/or external constituents would be participating.
- Keep the Dean of Enrollment informed of any potential concerns communicated by students, staff, or parents.
- Serve as note-taker for Enrollment Committee Meetings for the Board of Trustees. Provide attendees with previous meeting minutes, agenda, name tags, and other materials the Dean of Enrollment wishes to distribute.
- Excellent written and oral communication skills.
- Excellent customer service skills.
- Knowledge or experience utilizing computer programs in an office environment.
- Ability to maintain electronic and manual files.
- Ability to maintain confidentiality.
- Ability to ask for assistance when necessary.
- Ability to work collaboratively and cooperatively in a team environment.
- Ability to work in a fast paced environment with multiple deadlines.
- Ability to present a professional image of the department.
- Acceptance of the responsibility to promote the welfare and best interests of students at all times.
- The ability to perform assigned duties in a manner consistent with applicable laws, regulations and goals and policies of Saint Martin's University.
- A demonstrated understanding and value for the contributions that a diverse workforce can make to the success of the organization and the students we serve.
- Must be supportive of a Catholic, Benedictine philosophy of education.
REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT
- Bachelor’s degree or equivalent AND two (2) years of full-time clerical experience OR Equivalent mix of education/experience.
- Strong skill in using word processing and spreadsheet software, preferably Excel & MS Word.
- Experience and background in admissions desirable.
- Successfully pass a criminal background check.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment. Physical demands include:
- Moves objects (less than 50 pounds) long distances (more than 20 feet).
- Ability to be mobile campus wide for appropriate business needs.
- Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
- Reading, writing, speaking, hearing, standing, bending, sitting.
- Learning and comprehending.
- Requires visual concentration on detail.
- Manual dexterity and precision required for keyboarding
- Must be able to sit for long periods at a time at a computer
- Must be able to concentrate on details and process complex information while experiencing frequent interruptions.