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Office Manager, One Stop

Job Details



Position Overview:

Manages office operations and supervises support staff. Prepares, processes, and monitors budgets, project proposals, records, and invoices. Researches and compiles information for reports and presentations. Leads meetings addressing specific operational issues and develops recommendations and action plans towards their resolution. Supervises and schedules clerical and secretarial staff, processes employee transactions, and may assist in investigating employee issues/concerns and in determining an appropriate course of action. Oversees ordering of equipment and supplies. Manages and organizes office operations and procedures, such as word processing, bookkeeping, preparation of payrolls, the flow of correspondence, filing, requisition of supplies, and other clerical services. Coordinates activities of various clerical departments or workers within the department. Evaluates office production, updates procedures, and devises new forms to improve the efficiency of workflow. Establishes uniform correspondence procedures and style practices. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records. Supervises and monitors the performance of office workers. Manages the purchasing, maintenance, and repair of office supplies and equipment. Develops processes and procedures that ensure the efficient and cost-effective running of the office. Makes recommendations to upper management regarding staffing issues and procedural changes. The general schedule for this position is 40 hours a week, Monday through Friday, 8:00 am to 5:00 pm.

Department Specific Essential Job Functions:

Manages the day-to-day operations of student-facing service areas in the division of Enrollment and Student Success, including the Broncho One Stop and the One-Stop Call Center. Leads support of virtual and analog services and programs related to these areas. Supervises a team of full-time professional staff and part-time student workers. Acts as a skilled resource for Enrollment personnel and troubleshoots staff and student errors in the Ellucian Banner Student Information System. Maintains open communication with internal constituents, including Academic Advisement, Student Financial Services, Undergraduate Admissions, the Office of Global Affairs, and Student Affairs. Provides metrics and reports on service demands and activity.

Job Level:

Scope & Impact: Is responsible for coordinating the operational and people resources of a particular activity. These positions are responsible for the day-to-day effectiveness of their respective area; for working with staff and stakeholders to solve problems, and to recognize and escalate issues and opportunities.

Communication & Interaction : Communicate guidelines for project and service delivery. Interprets instructions and policies. Uses diplomacy and communication skills in structured settings.

Effective Knowledge: Demonstrates skill at planning, organizing, and facilitating. Applies knowledge of employment regulations, policies, and procedures. Incorporates budgetary information to manage resources.

Problem Solving & Judgement : Identifies and resolves issues; uses judgment to escalate where appropriate. Anticipates potential problems and recommends potential solutions. Coaches assigned employees to improve quality.

Budget Authority: Maybe a financial manager of an org. May provide input into budget development and may be responsible for monitoring and adhering to the budget.

Policy & Procedure Authority: Primarily responsible for monitoring policy compliance. May make recommendations regarding policy change. Limited authority to grant exceptions within specific parameters.

Supervisory & Team Leadership Responsibilities : Manages others. Determines the distribution of work to others, plans and schedules resources, and makes employment-related recommendations. Tracks completion of work in relation to deadlines or milestones. Reviews work quality and make suggestions for improvement.

Qualifications

Qualifications Required:
  • Bachelor’s degree or equivalent work experience . Requires the application of expertise in a chosen field to achieve results. 5+ years of experience with customer service.
Qualifications Preferred:
  • Previous experience managing customer service experience.
  • Previous experience working in Higher Education.
Will this employee supervise others?

Yes

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

Company

University of Central Oklahoma.

With strong connections throughout the Oklahoma City metro, the University of Central Oklahoma is dedicated to developing in students the confidence to succeed through transformative learning experiences. Central prides itself as a smart investment for success, preparing future leaders in an opportunity-rich environment, with access to more than 200 student organizations and the internship, employment, entertainment and cultural offerings of the rapidly growing Oklahoma City metropolitan area. Founded in 1890 and accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools, Central connects its nearly 14,000 students to unmatched value found in 118 undergraduate areas of study and 83 graduate programs from its main campus in Edmond and facilities throughout the metro area.

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