"Biology - Office Manager"

Posted: 31-Jan-26

Location: Holland, Michigan

Internal Number: 5054

Job Description:

The Office Manager oversees the daily operations and works to ensure smooth operation of the Department of Biology. The Office Manager engages students and provides administrative support to the department chair and faculty. The position involves extensive personal interaction and communication with faculty and staff, students, and the general public.

Responsibilities:

• General secretarial responsibilities including interacting with visitors and answering their questions, word processing, sorting mail/email, answering phones and emails, maintaining office and workroom supplies
• Work closely with the department chair and faculty on administrative duties and support for teaching and research
• Maintain departmental calendar
• Write and distribute departmental emails and announcements
• Assist with all internal and external annual reporting by collecting materials and preparing documents
• Assist students with departmental requirements and forms
• Assist with the preparation and distribution of tenure and promotion documents
• Assist with creating schedule of fall and spring courses in EMS; request updates to schedules as needed
• Prepare for weekly seminar program, including travel arrangements, announcements, refreshments, honoraria
• Maintain department website with new updates, content, and course descriptions
• Facilitate connections with other departments, donors, and alumni by maintaining a web presence on social media
• Maintain Biology majors' and minors' records, with mailing lists and web updates for regular communication
• Manage correspondence for the SHARP summer research program and provide administrative support to the summer research coordinator
• Facilitate registration, travel arrangements, and risk and responsibility paperwork for Biology conferences when students are attending
• Help plan department meetings and events (reserve rooms, order food and supplies)
• Take minutes at department meetings
• Recruit, train, and supervise student office assistants
• Administrative support of hired departmental student employees

Qualifications:

• College degree or high school diploma with at least two years of experience working in an office setting required
• Capable of planning and coordinating detailed and multiple projects in a timely manner
• Strong oral and written communication, including proofreading skills
• Accurate with interpreting and communicating numbers, graphs, and tables
• Mastery of Microsoft Word, Excel, PowerPoint, and Google Workspace
• Willingness to develop proficiency using multiple campus electronic management platforms and assist faculty
• Experience with website management and social media platforms preferred
• Ability to communicate clearly, work with diverse groups of people, and bring people together to solve problems
• Capable of independent work with minimal supervision