26-102 Office Manager (MAN 160) Residence Life and Housing INTERNAL APPLICANTS ONLY

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's Residence Life and Housing invites internal PASSHE applicants for the position of Office Manager for Residence Life and Housing. Only applications from current employees of Pennsylvania State System of Higher Education (PASSHE) universities will be considered.

West Chester University, a member of the Pennsylvania State System of Higher Education, is a public, comprehensive institution committed to offering high-quality undergraduate education, selected post-baccalaureate and graduate programs, and a variety of educational and cultural resources for its students, alumni, and citizens of southeastern Pennsylvania. We are a community of educators dedicated to developing graduates who succeed personally and professionally and contribute to the common good.

WCU proudly offers a positive and purposeful work environment; comprehensive employee benefits including health, vision, and dental insurance, generous retirement plans, along with many wellness programs; a commitment to work-life balance including generous paid vacation, paid sick time, military leave and paid time off for most major holidays; and a University mission to support employee personal and professional growth including a tuition waiver for self and family members, training and development, and advancement opportunities.

Residence Life and Housing provides an environment of learning which fosters ongoing holistic development for all community members by creating and sustaining inclusive communities rooted in ethical decision-making and intentional and supportive connections. The Residence Life and Housing team is committed to developing a caring, vibrant, student-centered residential experience to promote personal growth, foster meaningful relationships, support student success, and uphold standards that enhance the living experience.

Reporting to the Director of Residence Life & Housing, the Office Manager oversees RLH day to day central and satellite office operations; supports financial processes including budget planning and procurement; hires, trains, and supervises professional and student staff; assists with departmental communications and marketing; and provides administrative support to the office and Director.

The ideal candidate will demonstrate strong leadership, customer service, communication, organizational, and problem-solving skills; discretion, diplomacy, and confidentiality; experience working with diverse college student populations; and a genuine commitment to student success.

Responsibilities Include:

• Foster a student-centered environment where exceptional customer service is the priority, and students and families feel heard, supported, and respected
• Manage daily office operations including scheduling, office hours, overseeing office space usage, and coordinating with the building manager to ensure smooth facility operations
• Provide high-level administrative and operational support to the Director of Residence Life & Housing
• Coordinate department-wide calendar
• Manage the Housing email inbox
• Schedule, coordinate, and support meetings, training programs, departmental retreats, and professional development activities
• Coordinate the hiring and onboarding processes for all professional and student staff members
• Serve as primary liaison for the Human Resources Student Employment team and manage the RLH student employment paperwork and processes
• Oversee approval of student payroll through E-Time
• Maintain and update the departmental Escalation Document
• Supervise and support administrative staff
• Supervise RLH main office desk assistants
• Provide support for WCU managed residence hall desk operations
• Participate in budget review, planning, and forecasting processes
• Oversee financial activities, monitoring budget performance, and ensuring compliance with fiscal procedures
• Utilize the BI Report to track purchase order and payment information
• Manage procurement and contract-related processes including office supply purchasing, inventory, and distribution
• Provide budget-related training and guidance to departmental staff, ensuring consistent understanding of fiscal procedures, purchasing processes, and financial best practices.
• Approve departmental expenditures through SourcePoint for professional and administrative staff
• Review student housing eligibility and coordinate verification, ensuring compliance with institutional policy
• Coordinate and ensure timely submission of departmental reports
• Prepare and update departmental documents for printing and publication
• Analyze, audit, and verify departmental documents and publications, including website content
• Represent RHL on university-wide working groups
• Other duties as assigned

Required Qualifications:

• Bachelor's degree
• Experience in an administrative or receptionist role
• Two years of professional experience in Residence Life and Housing or related field working with students in education or support for college age students
• Availability to work evening and weekend shifts

Preferred Qualifications:

• Demonstrated experience using Microsoft Office Suite to manage calendars, create and maintain reports, and prepare presentations
• Supervisory experience
• Experience supporting budget management
• Experience with Source Point, SAP, and BI
• Experience with residential housing or case management software such as Maxient or StarRez