This job has expired

Office Manager (Hybrid Schedule Available)

Employer
Philadelphia College of Osteopathic Medicine
Location
Georgia, United States
Salary
Salary Not Specified
Posted date
Aug 2, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Community Relations & Institutional Outreach, Student Affairs, Admissions, Enrollment, Retention & Registrar, Other Student Affairs, Executive, Executive Directors
Employment Type
Full Time
You need to sign in or create an account to save a job.


Office Manager (Hybrid Schedule Available)


At PCOM, we espouse to grow a culturally competent workforce to advance healthcare that touches the lives of underserved communities. Diversity and inclusion is the core component of our institutional identity and a key pillar of PCOM’s strategic vision. Philadelphia College of Osteopathic Medicine affirms that diversity and inclusion are crucial to the intellectual vitality of the campus community. It is through freedom of exchange over different ideas and viewpoints in supportive environments that our graduates develop the critical thinking and citizenship skills that will benefit them throughout their lives.

Since 1899, PCOM has trained highly competent, caring physicians, health practitioners, and behavioral scientists who practice a “whole person” approach to care - treating people, not just symptoms. As the field of medicine has changed, we've changed with it - adapting our program offerings to better meet the needs of healthcare providers and the communities they serve. At the main campus in Philadelphia, Pennsylvania (PCOM), the branch campus in Suwanee, Georgia (PCOM Georgia), and our newest location in Moultrie, Georgia (PCOM South Georgia), PCOM students learn to approach problem-solving in a more professional, more team-oriented manner, which prepares them to work successfully in integrated healthcare settings with other health professionals. At Philadelphia College of Osteopathic Medicine you will be part of a caring, professional, and committed community focused on making the PCOM experience the best possible for our students.

We are currently seeking to fill our Office Manager (Hybrid Schedule Available) position at the South Georgia campus with a highly qualified and passionate individual.

NOTE: This position is not 100% virtual. Telework/remote work will be an option on most days, however, some on-campus work is required at times therefore candidates must be within driving distance of our South Georgia campus.

SUMMARY:

Under the direction of the Director of Admissions, this person manages the operation of the Office of Admissions: determines priorities, monitors the status of special projects, coordinates support staff (full and part time) and works closely with the Senior Assistant Director of Admissions

DUTIES AND RESPONSIBILITIES:

  1. Works closely the Director and Senior Assistant Director of Admissions with the execution of the following tasks for the South Georgia Campus:
  • Selection, training and orientation of operations/recruitment staff.
  • Establishing work schedules, priorities, assigns tasks, instructs work-study staff/others for non- routine tasks and inspects staff work for accuracy.
  • Maintains personnel files, coordinates staff coverage
  • Has a key role in the support of preparation of overall budget by tracking and determining costs and allocating funds to appropriate Admissions budget lines.
  • Meets with Director and Senior Assistant Director of Admissions to determine departmental needs, which include, but are not limited to – CRM management, admissions reports, updating Banner/ all system records, updating/renaming documentation for files, etc.
  • Reviews monthly budget reports and monitors expenditures.
  • Works closely with the Director of Administrative Operations, Admissions Manager, and Senior Assistant Director of Admissions on training staff with new office technology and software.
  • Assist with coordination all office purchases as well as purchases from external vendors. Including the processing of requisitions for recruitment registrations as needed.
  • Responsible for acquisition of quotes from vendors for departmental purchases when directed by the Director of Admissions.
  • Responsible for completing and submitting all Human Resources paperwork including, but not limited to Position Authorization Requests (PAR) and Personnel Action Forms (PAF).
  • Composes internal and external correspondence of a non - routine nature.
  • Supervises small, short term projects for the Office of Admissions.
  • Responsible for coordination of all admissions and faculty committee meetings, including room arrangements, assignments, catering requisitions and educational media assistance (as necessary).
  1. Serves as a member of the Operations team, performing the following tasks:
  • Answering incoming phone calls with professionalism and respect; routing calls as appropriate, taking information for telephone screening forms as appropriate.
  • Logging prospective student interactions within Admissions software (Slate CRM)
  • Processing mail and scanning materials, disseminating mail/packages accordingly to staff.
  • Processing application materials (recommendation letters, test scores, transcripts, etc.) received from external sources for all degree programs. throughout the entire application cycle within Admissions software (Slate)
  • Processing fee waiver requests for all programs throughout the admissions cycle.
  • Participating in strategic recruitment initiatives such as phone-a-thons and conversion activities as needed.
  • Responding to various types of electronic applicant inquiries (chatbot, email, etc.) and escalates as necessary to appropriate parties within PCOM; serves as a “first responder” in navigating student inquiries and issues.
  • Participating in virtual and on campus recruitment activities (i.e. Open Houses) and conversion events (i.e. DO Welcome Brunch, Second Look events, etc.), and Pathway programs as needed, which may include evenings and weekends.
  • Collaborating with recruitment staff in the support of on campus events, including coordinating room requests, setup, assignments, catering requisitions and educational media assistance (as necessary).
  • Assists with the preparation and initial reviews of applicant materials within Slate
  • Assisting with file audits and system maintenance, updates and testing. Monitors staff during system/software updates and assists with troubleshooting, as necessary.
  • Maintaining confidential information.
  • Performs other related duties as requested or assigned by the Director of Admissions and Chief Admissions Officer.
  1. The PCOM Admissions team seeks members who exemplify the following durable skillsets: creativity, persuasion, collaboration, adaptability, and emotional intelligence. Core competencies sought:
  • Comfort with phone and online communication, strong written and verbal communication skills and customer service orientation
  • Willingness to engage with and work collaboratively with team members across all 3 PCOM locations
  • Self-motivated, active listener and with a high level of positivity and professionalism
  • High level organizational skills and attention to detail
  • Adaptability and interest in engaging with evolving technologies
  • Comfort working with diverse communities and interacting with a variety of constituencies, including staff, applicants, inquiries, students, alumni, volunteers, guests, etc.
POSITION REQUIREMENTS:

Education:
  • Bachelor’s degree or equivalent combination of education and experience.
Experience:
  • Minimum of five to seven years’ experience in a fast paced office environment with at least three years of supervisory experience. Preferred proficiency in Microsoft Office, Banner and Slate (CRM) Software.
Certifications, Licenses, Registrations (if applicable):


None

Physical Demands:


Occasional lifting of office supplies; manual dexterity and mobility to use all office equipment. Primarily sedentary work.

Supervisory Responsibility:



None

PCOM is an equal opportunity employer and all qualified applicants will receive consideration. We adhere to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.


You need to sign in or create an account to save a job.

Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert