Office Manager

Department Statement

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.

Accountabilities

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 desk management.

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 detail-orientation.

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 interruptions.
• Strong written communication skills; excellent proofreading and grammar skills.
• Ability to exercise tact, discretion, diplomacy, and confidentiality.
• Skilled in data compilation and comfort with basic analysis.
• 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 department-specific software.
• Enjoys interacting with a diverse group of faculty, staff and students.

Preferred Qualifications

• Supervisory experience.
• Interest in continuous professional development.
• Appreciation for and understanding of a liberal arts university.
• Familiarity with Colgate University.

Education

A high school diploma or equivalent required.

An Associate’s or Bachelor’s degree is preferred.

Job Open Date
09/18/2023

Job Close Date

Open Until Filled
No

Special Instructions Summary

EEO Statement

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.