Office Manager- Vice President for Student Affairs Office

Salary for Announcement

The salary range for this position is $46,000- $57,000. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Posting Details

Posting Number

A02088

Position Title

Office Manager- Vice President for Student Affairs Office

Position Number

E01274

Pay Grade

15

Employee Category

Professional staff

Department

VP Student Services

EClass Code

Full Time Professional Staff

Position Summary

Reporting to the Executive Assistant to the vice president for Student Affairs ( VPSA ), the Office Manager is an essential member of the team in providing support and taking initiative across a wide range of office management functions. The Office Manager is responsible for leading the efficiency of day-to-day operations. A successful candidate will have a strong ability to build relationships, work independently, be thorough and thoughtful, detail oriented and be able to balance a workload of ebbs and flows. The Office Manager is a professional who doesn’t mind wearing multiple hats and operates from a lens of understanding and prioritizing equity in the work with MSU Denver’s diverse community.

This role will report to the Executive Assistant to the VPSA while providing support (as needed) to others in the office: Director of Operations and Planning, Financial Analysis, Communications/Social Media, and Assessment and Evaluation Managers.
The vice president for Student Affairs oversees three areas: Enrollment Management, Classroom to Career Initiatives and Student Engagement & Wellness. With a professional staff of over 200 and a student staff of 300, we come together to create a professional team rich with diversity in thought, life/work experience and culture.

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Duties/Responsibilities

Office Management/ VPSA Office Front Desk – 40%

• Serves as the liaison and first point of contact when representing the VPSA office with internal and external departments, organizations, and groups through a variety of modalities including phone, emails, meetings, and one-on-one conversations.
• Serves as point of contact and manager helping staff and students who visit the office; de-escalate/resolve problems and/or refer to appropriate personnel, as per University policy.
• Ensures that the tone, standards of professionalism, and customer service reflect the values and service standards communicated by the VPSA .
• Adheres to confidentiality standards within the office.
• Maintains the condition of the office to provide a professional, welcoming, inclusive, and organized area.
• Ensures coverage during regular business hours, maintains conference rooms and manages reservations, and guest appointments.
• Manages complex internal operations, identifies problems and develops solutions. Maintains office efficiency by developing, recommending, planning, and implementing office administrative systems, structures, processes, procedures, and workflows to meet the needs of the office/branch.
• Works independently, handles matters confidentially, analyzes and solves problems in the VPSA office, and makes decisions appropriate to the position.
• Adapts from routine administrative duties to handling special needs or situations seamlessly and daily.
• Serves as Emergency Preparedness Coordinator, attends necessary workshops and seminars, and instructs the unit on emergency response information; keeps emergency contact lists up to date.
• Designs and maintains filing systems, copying, electronic filing, scanning, data entry, processes paperwork, develops documents/spreadsheets, supervises mail and hand-deliveries and other necessary office procedures.
• Stays up to date with knowledge of institution, state, and federal fiscal procurement policies and procedures and processes appropriate budget processes respectively.
• Purchases and tracks office supply, identifies and works with vendors appropriate for purchasing needs. Orders and purchases food and materials for meetings and works closely with caterers.

Assist/Support Executive Assistant to Vice President for Student Affairs – 30%

• Receives and coordinates completion of special projects and assignments from the Executive Assistant to the VPSA (as needed).
• Provides support to the VPSA when Executive Assistant is out of the office.
• Manages and maintains VPSA calendar and appointments prioritizing activities and events, ensuring that meeting requests are completed in a timely fashion, vetted in an appropriate manner, and clearly presented.
• Initiates scheduling of conference calls, lunch meetings, and off-site meetings.
• Prepares travel authorizations, makes airline, hotel, and transportation reservations, and determines travel and expense report management in alignment with all University policies, procedures and deadlines.
• Supports the VPSA in the logistics (facility, catering, decor, staffing, etc.) involved in planning and the successful execution of relevant initiatives and community events.

Supervision of Student Employee Staff – 15%

• Updates student job descriptions, recruits, hires, trains, mentors, evaluates and supervises student employee staff.
• Coordinates, assigns, and tracks student employees work-related projects including projects from other staff in the office.
• Provides student employee staff with opportunities to learn, practice, and advance essential and applicable career skills.

Administrative Support & Project Management – 10%

• Determines cyclical deadlines and integrates on-going support for VPSA Office/Student Affairs’ branch in order to deliver timely and high-quality work in compliance with the academic calendar, HR and other deadlines as appropriate.
• Plans, implements, and provides support for VPSA Office/Student Affairs’ branch events.
• Provides additional support for other office staff in the Vice President’s Office including the Director of Operations and Planning, Financial Analysis, Communications/Social Media, and Assessment and Evaluation Managers. Ensures professional and accurate completion of duties assigned.

Other Duties as Assigned -5%

Required Qualifications

• Two years of experience providing administrative support.
• Demonstrated excellent customer service, people and communication skills (oral and written).
• Established organizational skills, ability to develop efficient and effective systems, and ability to meet deadlines in a fast-paced environment.
• Qualified intermediate to advanced skills in Microsoft Office programs (Word, Excel, Outlook PowerPoint).

Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet all required qualifications.

Preferred Qualifications

• Four or more years of experience providing administrative support to professional staff, customers, and showing progressive responsibility and oversight.
• Two or more years of experience providing supervision or task management of staff including hiring, training and performance management/development.
• Experience working for an institution of higher education.
• Experience working with diverse and urban populations, including but not limited to communities of color, under-represented groups, LGBTQIA+, first-generation, undocumented, veterans, etc.
• Demonstrated experience planning and organizing large (30+ people) events and/or meetings.

Work Hours

Monday – Friday 8:00AM – 5:00PM, In-Person Required

Posting date

05/09/2022

Closing date

Closing Instructions

Open Until Filled

To ensure full consideration, applications must be received by 11:59pm (MT)

Special Instructions to Applicants

Please see Special Instructions for more details.
IMPORTANT : In order to be considered as an applicant you must apply via the online application system, http://www.msudenverjobs.com.

References refers to a list of three professional references and their contact information.

Official transcripts will be required of the candidate selected for hire.

Talent Team Representative

Carlos Alcala

Talent Team Representative E-mail

calcala1@msudenver.edu

Benefits

MSU Denver is pleased to offer our current and potential employees a wide array of benefit options. To learn more, please visit the following link:

Employee Benefits Offerings

Diversity Statement

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 50% first generation students and over 45% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.

MSU Denver is committed to creating and fostering a work environment and culture of belonging; we are proud of the work our employee affinity groups contribute to our culture. For more information on our employee affinity groups please visit this link .