Office Manager

Employer
Unity College
Location
Maine, United States
Salary
Salary Not Specified
Posted Date
Sep 26, 2022

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Position Type
Faculty Positions, Professional Fields, Other Professional Fields, Administrative, Academic Affairs, Adult & Continuing Education Programs, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Type
Full Time


About Unity College:

For more than fifty years, Unity College has been preparing the next generation of environmental professionals and leaders to successfully face real-world challenges. With environmentally focused degrees, Unity College offers affordable and accessible bachelors degrees, masters degrees, certificates, and non-degree courses through a variety of modalities including hybrid, in-person, hyflex, and online.

Our Mission:

Through the framework of sustainability science, Unity College provides a liberal arts education that emphasizes the environment and natural resources. Through experiential and collaborative learning, our graduates emerge as responsible citizens, environmental stewards, and visionary leaders.

Position Overview:

The Distance Education Office Manager will organize and coordinate the daily running and procedures of the Distance Education offices in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for streamlining administrative procedures, will provide back up support to the Operations Manager for budget and purchase orders, will schedule meetings, manage the conference room, place orders, manage office supplies, maintain office equipment, handle mailings, greet and direct visitors, receive incoming phone calls, work with outside vendors, and other various taskings related to the office space and facilities. This position is also responsible for arranging internal office moves, internal meetings, taking minutes, and agendas.

The Distance Education Office Manager supports the Operations Manager directly and administrative staff as necessary. This position requires a proactive and energetic professional who does not mind wearing multiple hats and is experienced in handling a wide range of administrative and executive-support related tasks while being able to work independently with little or no supervision. The Distance Education Office Manager needs to be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and changing tasks.

Full job description provided at time of interview.

Key Responsibilities:
  • Creates and maintains interrelated administrative, confidential, and legal filing systems and records, including, but not limited to, historical and legal records of the SEBU, correspondence, student, faculty, and vendor correspondence.
  • Prepares correspondence for Distance Education by composing letters and/or memos; taking minutes as needed; sets up travel arrangements; and reconciles expense reports as needed.
  • Manages relationships with vendors, service providers and the landlord, ensuring that all items are invoiced and paid on time.
  • Maintains confidentiality and exercises discretion with private and/or sensitive information.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion.
  • Performs a wide range of advanced clerical duties related to the operation of the office; serves in a liaison and/or resource capacity on projects and assignments; reviews and approves office supply acquisitions.
  • Organizes and maintains Distance Education policies and handbook updates.
  • Provides liaison functions between staff at all levels, and members of the public who contact the office.
  • Point person for maintenance, mailing, shipping, supplies, equipment, and errands; schedules meetings and conferences, sets up appointments.
  • Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.
  • Supervises the maintenance of office equipment, including copier, standing desks, fax, etc.
  • Responsible for the facilities day-to-day operations (such as distributing building access keys, etc.).
  • Participates as needed in recruitment and retention efforts or new projects.
  • Pro-actively communicate challenges, successes, and failures with leadership.
  • Other duties as assigned.
Required:
  • Bachelors degree and four years of experience in performing professional level work in the field. Acceptable is an equivalent combination of education and qualifying professional experience that would provide the skills, knowledge, and ability needed to fulfill the duties assigned to the position.
  • Knowledge of modern executive office management, practices procedures and equipment.
  • Knowledge of Microsoft Office suite.
  • Must exhibit enthusiastic support or passion for the environmental mission of the College.
  • Ability to embody both internal and external marketing and communications and conduct self professionally.
  • Ability to prepare and maintain accurate and complete records and files.
  • Ability to interpret and apply a variety of rules, regulations, statutes, policies, and procedures relating to the Distance Education operations.
  • Ability to maintain the highest confidentiality of information and materials.
  • Team player with the ability to establish and maintain cooperative working relationships with coworkers, staff, faculty, and administrators.
  • Ability to exercise good judgment and discretion analyzing and resolving confidential, difficult, and sensitive situations.
  • Ability to communicate effectively both orally and in writing.
  • Knowledge of and proficiency in the utilization of standard office productivity software programs (e.g., MS Word, Excel, Access, PowerPoint, email), personal computers, and the Internet.
  • Understanding of, and sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of Unity Colleges students, faculty, staff, and community.
  • Ability to function effectively within a matrix organizational structure, maintaining open lines of communication while being discreet, courteous, and well poised.
Work Schedule / Availability Requirements

Work hours are specific to the requirements of this position and can include days, evenings, and weekends. Working extended hours required as needed. Must be flexible and cooperative in fulfilling responsibilities and meeting the Colleges needs. Although Unity College employees are generally scheduled to work at their specifically assigned locations, there are times when travel is necessary and employees are required from time to time to attend events, meetings or work temporary assignment at any Unity College location.

Physical Demands

While performing the duties of this job, it is regularly required to sit and talk or hear. The employee is occasionally required to stand or walk. The employee must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The use of either hand for repetitive movements such as grasping, grasping and turning, and fine manipulation is required as is the ability to use the telephone for internal and external communications.

Location: Pineland Farms, New Gloucester, Maine

Just a half hour from Portland, Unity College Headquarters, Unity College Distance Education, The Technical School for Environmental Professions (opening in 2022), and the School of Environmental Business & Sustainable Ventures are based at the Pineland Farms campus. The facilities are within easy access to one of the fastest-growing cities for startups in the country.

Benefits:

Unity College offers a comprehensive and competitive compensation and benefits package for its faculty and staff. Benefits for eligible employees include:
  • Paid holidays
  • Paid time off
  • Medical
  • Dental
  • Short- and Long-term disability
  • Life Insurance
  • Vision
  • 403B

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