"Office Manager"

Job Details

Under the direct supervision of the Executive Director of the Career Center, this position provides comprehensive administrative support to the Executive Director of the Career Center, Director of Employer Relations, the Director of Career Development and Programs, and the Director of the UGA Mentor Program. This includes managing complex calendars, coordinating travel arrangements, preparing expense reimbursements, maintaining confidential files, managing facilities maintenance issues, advising on safety and security guidelines and protocols, budget support, and event budget tracking.

In addition to executive support, this position encompasses a broad range of office administration tasks such as word processing, spreadsheet development, composing and editing various documents, and handling purchasing and expenditure-related duties. This includes the management and renewal of a number of enterprise software licenses for technology resources that serve the university and alumni body. Also, a key component of this role involves supervising front desk operations, including the hiring, training, and scheduling of 3-4 student assistants and one full-time staff member.

Additionally, the position coordinates the annual student hiring process, liaises with Development and Alumni Relations (DAR) HR for staff and student hiring needs, and provides support to search chairs during job searches and interviews. This role requires independent judgment to plan, prioritize, and organize a diversified workload, and to recommend improvements in office practices or procedures. This position is integral to the department’s mission, ensuring excellent customer service and maintaining a highly organized and efficient Career Center operation.

Minimum Qualifications

High school diploma or equivalent and 5 years of related experience

Preferred Qualifications

• Progressively responsible experience working in a fast-paced, student-centered environment.
• Effective supervisory skills and experience.

Knowledge, Skills, Abilities and/or Competencies

• Professional experience in an office setting.
• Possess excellent oral and written communication skills and the ability to deal effectively and professionally with a variety of people at all levels of management within and external to a university environment.
• Possess excellent organizational abilities and is able to work effectively in a fast-paced environment.
• Be able to prioritize.
• Be able to provide solutions.
• Proficiency in Microsoft Word, Excel, and Outlook required.
• Be proficient in planning, organizing, and prioritizing multiple tasks.
• Extensive skills in project management, scheduling, research, electronic record keeping, and event planning.
• Collaboration skills.
• Adaptability and willingness to learn.

Additional Division Expectations

Through open, honest, and respectful communication. All staff, supervisors, and colleagues of the Division of Development & Alumni Relations are expected to interact with fairness, compassion, and decency. All employees will be held accountable for meeting the expectation of promoting a stable, productive, and healthy work environment. Adherence to CASE standards and commonly accepted industry standards relating to fundraising reporting are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

Physical Demands

Work in a standard office environment; Sit and work at a computer workstation for extended periods of time; Work using electronic mail, telephone, face-to-face discussions, paper form correspondence; Communicate effectively in writing, speaking, and listening; Organize and establish priorities; Remember detail; multi-task; Lift and/or move up to 20 pounds; Walk, stand, stoop, lift, kneel, climb.

Duties/Responsibilities

(75%) GENERAL CAREER CENTER ADMINISTRATIVE SUPPORT

Administrative Support includes but is not limited to: A wide range of complex office administration tasks for Career Center staff including word processing, spreadsheet development, mail merge documents, composing and editing letters, memoranda, reports, presentations, and other clerical duties as assigned. Assist Career Center staff as needed with messages, copies, and shipping. Sort USPS and Campus Mail for Career Center. Provides budget support via event budget tracking, event registration tracking, student assistant personnel and payroll functions, travel, and expense reimbursements, and handles duties associated with purchasing and expenditures, including initiating purchase orders, purchase requests, and check requests. Responsible for purchasing card (P-Card) reimbursements and purchases. Manage payment processing to vendors for technology that is licensed by the Career Center. Supervise front desk staff member and all student assistants covering the front desk. Establish, delegate, communicate, monitor, and reinforce staff assignments, accountabilities, performance expectations, and goals. Oversee general front desk operations, including hiring student assistants, training, front desk communication, and staff scheduling. Serve as the departmental liaison to DAR HR for questions regarding student or staff hiring needs, benefits, payroll, etc. Manage day to day logistics of the Career Center, including opening and closing the office. Monitor and manage facilities maintenance issues. Manage, update, and communicate facility safety and security guidelines and protocols. Order and maintain office supplies and office equipment for the Career Center. Coordinate the annual student hiring process with department supervisors. Run errands when necessary. Coordinate online, in-person, and over-the-phone student appointments via Handshake. Coordinate as needed with other staff to assist with office functions and other priority initiatives. Manage departmental accounts, including email addresses and DocuSign allowing a wide variety of paperwork to flow through this position. In a timely and welcoming manner, greet visitors at the front desk and check in students for appointments. Answer main phone line, schedule student appointments, and direct calls as appropriate.

(20%) EXECUTIVE ADMINISTRATIVE SUPPORT

Provide administrative support to the Executive Director of the Office of the Career Center, the Director of Employer Relations, the Director of Career Development and Programs, and the Director of the UGA Mentor Program. Administrative support includes but is not limited to: Manage complex calendars: Schedule meetings, Career Center functions, appointments, conference attendance and travel. Assist in calendar scheduling for other staff members as assigned. Coordinate travel arrangements. Prepare and submit travel and expense reimbursement requests and forms. Develop and maintain confidential and general files of the department. Assist department in managing tasks to meet goals and deadlines. Develop, implement, interpret, and communicate policies and procedures. Review, assess, route, answer and monitor follow-up action steps on correspondence. Gather and analyze information required for administrative reporting. Create and maintain an efficient filing system. Provide search chairs with support during job searches and interviews.

(5%)

Other duties as assigned to include, but not limited to, potential assistance with Career Fairs and other special projects or programs managed by the Career Center.