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Office Manager

Job Details



About Unity:
At Unity Environmental University we are on a mission tomake environmental education accessible and affordable to all. Our unique model combines a functional hierarchy and project-based structure through our four Sustainable Education Business Units (SEBUs) to promote collaboration and innovation (Distance Education, Sustainable Ventures, Hybrid Learning and the Technical Institute for Environmental Professions). We prioritize our students' needs above all else, offering a variety of modalities, including hybrid, in-person, hyflex, and online. Our innovative and inclusive culture prepares students to tackle real-world challenges and cultivate the next generation of environmental professionals and leaders who can make a positive impact on our world.

Our Mission:
We are dedicated to delivering quality education and experiences that produce outstanding environmentally competent professionals and inspire individuals from all walks of life to steward sustainable ecosystems.

About Distance Education : Distance Education provides an entirely asynchronous, online learning experience that adapts to the unique circumstances of each student. Our fully accredited bachelor's and master's degree programs, as well as non-degree credits, empower learners to shape their own educational journey. With 8 five-week terms for undergraduates and 5 eight-week terms for graduate students, our model offers unparalleled flexibility. You can learn at your own pace, and take breaks as needed. By using your everyday environment as your laboratory, you'll integrate your studies into your daily life. This makes our education ideal for busy professionals who seek to advance their careers while still honoring their commitments. We are committed to empowering our students to become the changemakers our world needs, wherever they are.

The Opportunity:
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, scheduling meetings, managing the conference room, assisting with travel arrangements, inventory and ordering of office supplies, maintaining office equipment, handling mailings, greeting and directing visitors, receive incoming phone calls, work with outside vendors, and other various taskings related to the office space and facilities.

The Distance Education Office Manager supports administrative staff as necessary. This position requires an 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.

Day to day 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, 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.
  • Assists with the budget activities of the office; monitors expenditures of funds, initiates fund transfers and other procedures necessary to maintain sound day-to-day budget activities.
  • 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, bills 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, fax, etc.
  • Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, 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.

Qualifications

Do you have the skills?
  • Bachelor’s 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 University.
  • 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’s 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.
Are you contemplating the job but uncertain if you should apply? We encourage you to reach out to us regardless. At our company, we acknowledge that not everyone begins their professional journey with equal advantages, opportunities, or privileges. Therefore, we value your unique skills and experiences. Take a chance and submit your application; you may be precisely the individual we're searching for!

Location: Pineland Farms, New Gloucester, Maine
Just a half hour from Portland, Unity Environmental University Headquarters, Unity Environmental University Distance Education, The Technical School for Environmental Professions, 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.

Work Schedule:
Work hours are specific to the requirements of this position and can include days, evenings, weekends. Working extended hours may be required as needed and Unity Environmental University employees must be flexible and cooperative in fulfilling their responsibilities while meeting the College’s needs.

Although at Unity Environmental University Enterprise employees are generally scheduled to work at their base location, there are times when travel is necessary and employees are required from time to time to attend events, meetings or work temporary assignments at any Unity Environmental University 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 20 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.

Company Perks:
Unity Environmental University offers a comprehensive and competitive compensation and benefits package for its faculty and staff. Benefits for eligible employees include:
  • Paid holidays off
  • 4 weeks of PTO
  • Medical, Dental, and Vision Insurance
  • Short- and Long-term disability
  • Life Insurance
  • Retirement Plan with up to 8% match
  • Relocation Assistance

Company

Unity Environmental University.

At Unity, a private university in Maine, sustainability isn’t a buzzword. It’s the foundation of our entire approach, and has been for more than 50 years.

We apply sustainability principles to everything we do, from our properties around the State of Maine, to our online degrees offered to students everywhere, to our enrichment experiences and entrepreneurial endeavors at locations from northern Maine to Arizona to Brazil.

Engage with Unity Environmental University and you’ll start to ask tough questions, challenge the status quo, and envision new possibilities. If taking the lead in creating a more sustainable future sounds like the future you want, we can make it happen.

Unity Environmental University

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