Office Manager and Building Coordinator, Office of Spiritual Life

Location
South Carolina, United States
Salary
Salary Not specified
Posted
Feb 09, 2021
Employment Level
Administrative
Employment Type
Full Time


Office Manager and Building Coordinator, Office of Spiritual Life

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Job Title:
Office Manager and Building Coordinator, Office of Spiritual Life

Job Family:
Administrative Support

Full-Time/Part-Time:
Full time

Compensation Grade:
4H

Pay Type:
Hourly

Department:
Chaplain

Job Summary:
The Administrative Assistant for the Office of Spiritual Life (OSL) is an integral part of the daily operation of the OSL, as well as the Division of Student Life. The OSL engages the heart and spirit of students, faculty, and staff by embodying a value for sacred mystery, nurturing mature spiritual formation and the pursuit of ultimate meaning and purpose, developing moral courage and justice, fostering multi-faith education and relationship, and supporting a rich diversity of spiritual communities. Located in the Charles E. Daniel Memorial Chapel, the OSL provides programs, religious services, and facilities to enhance the campus life experience for students and others in the University community. The Daniel Memorial Chapel is a multi-purpose facility with over 25,000 gross square feet of sacred and public space, including a main sanctuary, meeting rooms, lobby, kitchen, office spaces, and an outdoor labyrinth. Under the supervision of the Associate Vice President for Spiritual Life and University Chaplain, the Administrative Assistant is responsible for Daniel Memorial Chapel operations and the supervision and development of the student and facilities staff.

Additionally, the Administrative Assistant will collaborate with colleagues in the Division of Student Life and Academic Affairs to further its strategic initiatives related to spiritual life on the Furman campus. In so doing, the Administrative Assistant Director will support the mission of the OSL participating in the creation of a vibrant campus program and facility in which faculty, staff, and students enjoy a broad experience within a close-knit community. Finally, the Administrative Assistant Director will support the mission and learning outcomes of the Division of Student Life.

Job Description:

Administrative support:
1. Serves as the administrative assistant for the OSL team (AVP for Spiritual Life and chaplains), handling calendar scheduling, meeting requests, organizing records and presentations for meetings, creating draft materials, maintains departmental files, sends correspondence, prepares files, makes copies, and supports meeting and workspace hospitality.

2. Prepares documents for meetings, events, and calls. Also receives, shares on request, and proactively maintains OSL electronic, photographic, and paper files; as well as web-based media and accounts. Documents meetings and events through note-taking, photography, videography, website, campus promotion, and other means.

3. Makes travel arrangements for OSL staff, including hotel, car, and airline reservations. Processes travel requests and completes travel expense reports in compliance with university travel policy.

4. Participates in OSL and university meetings, activities, and training as appropriate to develop knowledge of programs and collaborators.

5. Addresses bereavement, illness, birth, and other major life events by ordering flowers and/or sending memorials for faculty, staff, students, and close constituents (e.g., Trustees).

6. Coordinates and manages all Chapel student workers (e.g., concierges and chapel sound technicians) including hiring, training, scheduling, approving time cards, and monitoring performance.
7. Performs web maintenance and updates, manages digital signage, coordinates email campaigns, and other informational materials for distribution to constituent groups.

Facility Management and Hospitality support:

8. Serves as first point of contact for the OSL by graciously and professionally greeting guests and visitors, answering and directing phone calls and e-mails, and checking voice mail.

9. Maintains Daniel Memorial Chapel for religious services/observances, working and teaching, coordinating staff and collaborator access, purchasing and stocking supplies, requesting building and technology repairs, and proactively addressing space-related needs.

10. Communicates and manages building needs, in coordination with the AVP for Spiritual Life, with both custodial and facilities services as repairs, upkeep, or renovations are needed.

11. Manages the facility calendar for Daniel Memorial Chapel scheduling events, programs, courses, weddings, and funerals/memorials for the campus and local community and ensuring that sound, facility, cleaning, and safety needs are addressed.

12. Manages the facility calendar for the Hartness Organ working directly with the University Organist.

Financial support:

13. With a high level of accuracy and timeliness, maintains budget records and follows university financial procedures associated with university, donor, foundation, and grant budget accounts. Makes purchases, reconciles university credit card statements for OSL staff. Maintains Workday processes, reconciliation, and works directly with the Associate Vice President for Spiritual Life to maintain budgets.

14. With a high level of accuracy and timeliness, maintains budget records and follows university financial procedures associated with student organizations. Manages, with the Associate University Chaplain, Religious Council budgets and credit cards, as well as the reconciliation process for purchases.

15. Assists with new grant preparation and annual reports as required.

Programmatic support:
16. Develops and keeps records for EVM, advertising and managing student and/or faculty application processes for OSL affiliated programs.

17. Manages the onboarding process for campus ministers.

18. Supports University religious services/events by creating bulletins, purchasing needed items, calendaring, and managing aspects of events as needed.

19. Assists with creation and implementation of communications through various media (e.g. web site, printed materials) as requested by OSL staff.

20. Works closely with OSL staff to support programs and events, including catering, entertainment, room reservations, invitation lists, university services (photography, public safety), special services, university guest travel arrangements and honorariums/payments, gifts, and set up.

21. Develops marketing and advertises all chapel events to campus partners, faulty, staff, and students through electronic and paper media.

Other support:

22. Completes performance review process with supervisor to understand job performance expectations and how they fit into the OSL and university goals.

23. Perform other duties as assigned by the University Chaplains. The intent of this job classification description is to provide a representative summary of the types of duties and responsibilities that will be required of positions in this classification and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically present in this description.

Relationships:
  • Works with faculty, administrators, staff, and students on a continuous basis to exchange information, explain policies and procedures, arrange meetings, coordinate paperwork, promote events/programs and to plan, coordinate, solve problems or present information related to mutual goals.
  • Daily contact with members of own work unit, immediate supervisor, students, and student workers to plan, coordinate, problem solve, present information related to mutual goals.
  • Frequent contact with other departments to plan, coordinate, problem solve, present information related to mutual goals.
  • Routinely handles confidential information.
  • Routine contact with students, parents, and the general public to exchange factual information and explanation of rules, regulations, practices or functions.

    Responsibility for Final Decisions:
  • Responsible for own work. May assist or instruct others doing similar work, including student workers.
  • Tasks involve multiple procedures with interrelated processes or steps. Work involves choosing the appropriate option or procedure to follow and applying established rules and procedures.
  • Errors may be detected within the department or section in which they occur, but may affect the work of others within the unit to trace errors and make corrections.

    Reports To:
  • Associate Vice President for Spiritual Life/University Chaplain, Office of Spiritual Life
  • Most tasks are performed independently after consultation with appropriate staff person; unique issues or questions are reviewed with the supervisor.

    Education/Skill Requirements:
  • High School graduate plus 6-7 years of related experience
  • College graduate preferred.
  • Ability to use word processor, spreadsheet, email, and other software successfully and accurately
  • Ability to complete numerical work (including budget/grant management) accurately
  • Ability to prepare correspondence using correct grammar
  • Excellent organization and communication skills
  • Ability to problem-solve and seek information and appropriate contacts to move tasks forward

    Work Conditions:
  • Work is performed under usual office conditions.
  • Work requires attention to detail and flexibility to assist the OSL staff when needs arise.

    Work requires:
  • Frequent interaction with people
  • Frequent shifts in priorities
  • Handling of multiple tasks
  • Meeting daily deadlines
  • Handling confidential data
  • Moving and lifting related to arranging tables and chairs and stocking supplies
  • Driving on occasion to purchase supplies or run work-related errands

    Education Requirements:

    Certification Requirements:

    Job Posting End Date (if date is blank, posting is open ended):


    To apply, visit https://furman.wd5.myworkdayjobs.com/en-US/Furman_Careers/job/Main-Campus/Office-Manager-and-Building-Coordinator--Office-of-Spiritual-Life_R001096

    Furman is an Equal Opportunity Employer committed to increasing the diversity of its faculty and staff. The University aspires to create a community of people representing a multiplicity of identities including gender, race, religion, spiritual belief, sexual orientation, geographic origin, socioeconomic background, ideology, world view, and varied abilities. Domestic partners of employees are eligible for comprehensive benefits.

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