Office Manager

Employer
Metropolitan State University of Denver
Location
Colorado, United States
Salary
Salary Not Specified
Closing date
Sep 26, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Chief Academic Officers & Vice Presidents, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Executive, Other Executive
Employment Type
Full Time

Job Details



Posting Number A01667 Position Title Office Manager Position Number E01060 Salary for Announcement
The salary range is $45,300- $56,650.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting. MSU Denver offers a full benefits package. Pay Grade
Grade: 15 Employee Category Professional staff Department President's Office EClass Code Admin less than full time with benefits Position Summary
The Office Manager is an essential member of the Office of the President, providing support and taking initiative across a wide range of functions. The Office Manager is responsible for leading the efficiency of day-to-day operations. A successful candidate will have a strong ability to be thorough, thoughtful and detail oriented, manage a dynamic workload with urgency and diligence, can work independently, build relationships and lead a team of student employees to support the needs of the office. The Office Manager is an energetic professional who doesn’t mind wearing multiple hats and is experienced in handling a wide range of administrative and executive support related tasks. They are well organized, flexible and enjoy the administrative challenges of supporting a diverse office.

This role will report to the Chief of Staff to the President while providing support (as needed) to others in the office including the Executive Assistant to the President, Director of Government Affairs, and the Presidential Faculty Fellow. Duties/Responsibilities
Office Management/Office of the President Front Desk – 50%
· Serves as the liaison and first point of contact when representing the Office of the President with internal and external departments, organizations, and groups through a variety of modalities including phone, emails, meetings, and one-on-one conversations.
· Serves as point of contact and manager helping staff and students who visit the office; de-escalate/resolve problems and/or refer to appropriate personnel, as per University policy.
· Ensures that the tone, standards of professionalism, and customer service reflect the values and service standards communicated by the Office of the President.
· Adheres to confidentiality standards within the office.
· Maintains the condition of the office to provide a professional, welcoming, inclusive, and organized area.
· Ensures coverage during regular business hours, maintains conference rooms and manages reservations, and guest appointments.
· Manages complex internal operations, identifies problems and develops solutions. Maintains office efficiency by developing, recommending, planning, and implementing office administrative systems, structures, processes, procedures, and workflows to meet the needs of the office/branch.
· Works independently, handles matters confidentially, analyzes and solves problems in the Office of the President, and makes decisions appropriate to the position.
· Adapts from routine administrative duties to handling special needs or situations seamlessly and daily.
· Serves as Emergency Preparedness Coordinator, attends necessary workshops and seminars, and instructs the unit on emergency response information; keeps emergency contact lists up to date.
· Designs and maintains filing systems, copying, electronic filing, scanning, data entry, processes paperwork, develops documents/spreadsheets, supervises mail and hand-deliveries and other necessary office procedures.
· Stays up to date with knowledge of institution, state, and federal fiscal procurement policies and procedures and processes appropriate budget processes respectively.
· Purchases and tracks office supplies, identifies and works with vendors appropriate for purchasing needs. Orders and purchases food and materials for meetings and works closely with caterers.
· Maintains key and fob matrices and works closely with Auraria Higher Education Center ( AHEC ) and MSU Denver Facilities for access and approval.
· Arranges necessary office repairs as needed.

Supervision of Student Employee Staff – 20%
· Updates student job descriptions, recruits, hires, trains, mentors, evaluates and supervises student employee staff to support the Office of the President front desk.
· Coordinates appropriate paperwork related to student employment processes and deadlines assigned by Human Resources.
· Develops a strong team culture among student employees that includes goal setting and provides opportunities to learn, practice, and advance essential and applicable career skills.
· Coordinates, assigns, and tracks student employees work-related projects including projects from other staff in the office.
· Authorizes and approves student time cards and terminates student employees (when necessary).
Administrative Support & Project Management – 20%
· Determines cyclical deadlines and integrates on-going support for the Office of the President in order to deliver timely and high-quality work products
· Plans, implements, and provides support for recurring and one-off events hosted by the Office of the President, including President Cabinet Meetings.
· Oversees the Presidential email inbox, managing and coordinating responses and elevating critical messages requiring additional action or engagement.
· Plans and leads biweekly meetings to coordinate with all support staff within departments connected to the Office of the President.
· Develops and delivers a daily email to all staff within the Office of the President and related departments, communicating pertinent information impacting the office and its staff.
· Provides leadership and additional support for other staff in the Office of the President including the Chief of Staff to the President, Director of Government Affairs, and the Presidential Faculty Fellow. Ensures professional and accurate completion of duties assigned.

Assist/Support Executive Assistant to the President – 10% [GK1]
· Receives and coordinates completion of special projects and assignments from the Executive Assistant to the President (as needed).
· Coordinates with the Administrative Assistant to provide support to the President when Executive Assistant is out of the office.
· Prepares travel authorizations, makes airline, hotel, and transportation reservations, and determines travel and expense report management in alignment with all University policies, procedures and deadlines.
· Supports the Office of the President in the logistics (facility, catering, decor, staffing, etc.) involved in planning and the successful execution of relevant initiatives and community events.

Required Qualifications
· Bachelor’s degree from an accredited institution of higher education – Or the equivalent combination of education and experience providing administrative support.
· Previous experience working in a comparable administrative management position(s).
· Previous experience providing supervision and/or task management over staff including hiring, training, and performance management.
· Excellent customer service, people and communication skills (oral and written).
· Experience multi-tasking and working with frequent interruptions in a fast paced environment.
· Intermediate to advanced skills in Microsoft Office programs (Word, Excel, Outlook PowerPoint).

Preferred Qualifications
· Three or more years of experience providing administrative support to professional staff, customers, and showing progressive responsibility and oversight.
· Three or more years of experience providing supervision or task management of staff including hiring, training and performance management/development.
· Experience working for an institution of higher education.
· Demonstrated experience working with professional staff and leadership at all levels of an institution/organization and providing excellent customer service.
· Experience working with diverse and urban populations, including but not limited to communities of color, under-represented groups, LGBTQIA+, first-generation, undocumented, veterans, etc.
· Experience working independently on multiple projects simultaneously while still meeting deadlines.
· Experience with dealing with conflict/resolution situation and solving problems creatively.
· Experience with communicating difficult/sensitive information.
· Experience taking meeting minutes or notes.
· Knowledge of institutional, state and federal policies and procedures.
· Experience planning and organizing large (30+ people) events and/or meetings.
· Experience maintaining discretion and confidentiality in and outside the workplace. Work Hours
This position is intended to be on campus Monday-Friday from 8:00am-5:00pm

Posting date 07/09/2021 Closing date Closing Instructions Open Until Filled To ensure full consideration, applications must be received by 11:59pm (MT) 07/23/2021 Special Instructions to Applicants

IMPORTANT : In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com .

References refers to a list of three professional references and their contact information.

Official transcripts will be required of the candidate selected for hire.

Talent Team Representative Araceli Cortez Talent Team Representative E-mail acortez7@msudenver.edu Benefits
MSU Denver is pleased to offer our current and potential employees a wide array of benefit options. To learn more, please visit the following link:

Employee Benefits Offerings

Diversity Statement
Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 50% first generation students and over 45% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.

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