The office manager is an essential member of the Career Services
team. They are a welcoming and informative first point of contact
for all visitors (students, faculty, alumni, staff, and family) to
Benton Hall. This professional oversees Career Services’ front desk
alongside a team of student interns, who they supervise. This team
manages advisers’ appointment schedules, conducts simple intake for
over 5000 appointments annually, and refers students to appropriate
resources. They employ a positive and calm attitude to ensure
constituent needs are met quickly and accurately. It is a priority
to ensure constituents of all backgrounds feel welcomed and
supported by our team.
The office manager serves as the department’s point person to
partner with colleagues from the Dean of the College division,
Provost and Dean of Faculty office, Registrar, Information
Technology Services, Budgeting and Control, Accounting,
Facilities/Custodial Services, Student Employment, and external
vendors to meet the team’s operational needs. Alongside the
assistant vice president and senior associate director of
operations and assessment, this colleague monitors and supports
budgetary planning and disbursement processes for the office. This
is a high-impact position for someone excited about working
alongside a cohesive team that thrives in a fast-paced,
high-volume, student-facing office.
Responsible for serving as the initial point of contact in Benton
Hall (Career Services) for students, alumni, employers, faculty,
and parents who visit in-person or contact the office via a phone
call or email. Conducts intake with student clients and refers them
to appropriate resources, services, and programs. Responsible for
communicating themes and patterns of constituent inquiries and
challenges to team leaders.
Responsible for anticipating and appropriately addressing the
team’s operational needs alongside partners from areas such as
Information Technology Services, Budgeting and Control, Accounting,
Facilities/Custodial Services, and Student Employment. Ensures that
necessary resources and processes are in place for the team to
maintain a high level of efficiency and productivity. This may
include placing and following through on work orders, contacting
service providers to manage office equipment, ensuring the team’s
IT needs are met, ordering supplies, etc. Responsible for the
overall facility management of Benton Hall, including room
scheduling for campus programming occurring in the building,
coordinating with custodial staff to maintain cleanliness, and
assisting guests with accessing technology.
Responsible for orchestrating the team’s student intern hiring,
payroll, and ongoing employment of over 20 student staff members in
coordination with the Office of Student Employment. Directly
supervise a small team of student interns who support the front
Accountable to collect and process basic data (e.g.: budgetary
projections, room utilization, appointment tracking and
availability). Gathers information regarding student satisfaction
with services and resources and supports the compilation of data
for monthly and annual reporting. Manage disbursement requests,
grant distributions, and vendor invoice payments with accuracy and
Professional Experience/ Qualifications
- Minimum of two (2) years of office experience with a high
degree of autonomy required or the equivalent combination of
education and experience.
- Self-starter who is able to exercise good judgment, anticipate
needs, make independent decisions, and solve problems.
- Versatile team player who enjoys collaborating with colleagues
to complete tasks and also independently holding oneself
accountable to advance assignments.
- Extremely well-organized and detail-oriented, with excellent
follow-through and diligence.
- Strong interpersonal and customer services skills. Able to
balance multiple priorities while dealing with frequent
- Strong written communication skills; excellent proofreading and
- Ability to exercise tact, discretion, diplomacy, and
- Skilled in data compilation and comfort with basic
- Ability to work in a fast-paced environment.
- Strong proficiency with and interest in utilizing technology
(i.e. Word, Excel, and Google Apps) to complete operational tasks.
Highly proficient with computer applications and willing to learn
- Enjoys interacting with a diverse group of faculty, staff and
- Supervisory experience.
- Interest in continuous professional development.
- Appreciation for and understanding of a liberal arts
- Familiarity with Colgate University.
A high school diploma or equivalent required.
An Associate’s or Bachelor’s degree is preferred.
Job Open Date
Job Close Date
Open Until Filled
Special Instructions Summary
It is the policy of Colgate University not to discriminate against
any employee or applicant for employment on the basis of their
race, color, creed, religion, age, sex, pregnancy, national origin,
marital status, disability, protected Veteran Status, sexual
orientation and gender identity and expression, genetic
information, victims of domestic violence and stalking, familial
status, and all other categories covered by law. This policy shall
apply to all employment actions, including but not limited to
recruitment, hiring, upgrading, promotion, transfer, demotion,
layoff, recall, termination, rates of pay or other forms of
compensation and selection for training at all levels of
employment. Colgate University will not discharge or discriminate
against employees or applicants who inquire about, discuss, or
disclose their own compensation or the compensation of another
employee or applicant. Colgate University is an Equal Opportunity
Employer. Minorities/Females/Persons with Disabilities/Protected
Veterans are encouraged to apply.
For more information, click the "How to Apply" button.