"Office Manager I"

Job Details

Pay Rate:
26.95 USD

Position Summary:
Applications for this position will be accepted through 11:59 pm on 11/21/2025. Applicants must apply through the Fort Lewis College Workday application site, no other online or social media application sites may be used as they do not feed into Workday.

MINIMUM QUALIFICATIONS - Four (4) full time years (8320 hours) of administrative assistant experience in an office setting

This is a 12-month, 40 hour a week position that support the Dean and Associate Deans of Arts & Sciences, and also supervises 6 classified administrative assistants who assist the 19 distinct departments under Arts & Sciences. The Office Manager assists the Dean, Associate Deans, and department Chairs with managing over 200 full-time and part-time faculty within the School of Arts & Sciences.

The starting salary for this position is $26.95 per hour ($56,064 annual). This position is eligible for medical, dental, vision, state paid short term and optional long term disability, state paid life insurance and optional life insurance as well as paid accrued annual and sick leave, and other college provided benefits.

Job Description:
Primary Job Duties
A. Duty- Dean and Associate Dean/Coordinator Support, School of Arts & Sciences Events & Travel- 40%

• Provides support to the Dean of Arts & Sciences by processing check requests, budget change requests, Journal Vouchers and reallocation of funds within the School of Arts & Sciences budget.
• Responsible for Centralized Equipment Budget for Arts & Sciences.
• Responsible for preparing and processing Dean’s List and FLC Foundation donation thank you letter using mail merge.
• Works with the FLC Foundation with fund transfers, deposits and balances from funds or grants that are transferred from the Foundation to a specific org code.
• Utilizing Workday, pulls and saves the budget reports and reviews them for potential errors. Emails the department administrative assistants with any noted issues.
• Responsible for monitoring the 20 distinct departmental cost centers within Arts & Sciences at the end of Fiscal Year to ensure all cost centers and associated programs have a positive balance.
• Responsible for Dean’s travel and Dean's Office events.
• Tracks and records all off-campus activity waivers for Arts & Sciences students.
• Reviews and revises as necessary all travel forms for the school following Fort Lewis College travel policies and explaining them and their requirements to faculty.
• Serves as the primary contact and subject matter expert for travel-related budgets, policies, forms, and documentation.
• Acts as receptionist to the Dean’s Office, scheduling appointments, answering questions and collecting information serving as backup to the other assistant duties such as personnel documentation, activity waivers, off-campus emergency plans, etc.
• Maintains the Dean’s calendar and schedules appointments.
• Maintains files and necessary copies of correspondence.
• Provides administrative support to the Arts and Sciences Associate Deans, including class scheduling, tracking department schedules, and checking compliance using Excel spreadsheet.
• Responsible for tracking Independent Study petitions.

B. Duty- Supervision and Support for the School of Arts and Sciences Administrative Assistants- 45%

• Provide general support and supervision for the six School of Arts and Sciences Administrative Assistants ensuring cost effective, efficient, and consistent operation of the work unit.
• Responsible for hiring, training, and performance evaluations for the Administrative Assistant team. This includes filling gaps and covering departments during admin turnover.
• Includes signature authority that directly impacts the pay, status and tenure of the Admin Assistants.
• Monitors workloads, flow and the use of assigned resources; establishing office procedures, operations, and standards; and evaluating office production and quality.
• Work with Chairs, Associate Deans, and/or Dean to ensure effective performance plans and evaluations that align with the college policies and standards.

C. Duty- Faculty Review & Personnel Files- 10%

• Provide administrative support to all levels of faculty review, with a primary focus on assisting the Dean with communicating deadlines, tracking materials within the ePAF system, proof-reading reviews, and distributing for signatures before uploading at the Dean level.
• Responsible for auditing and gathering Personnel Files (Academic Affairs file) documentation for both existing and new hire instructors to ensure compliance with the HLC.
• Makes sure that procedures are aligned with faculty handbook and academic policies.

D. Duty- Newsletter, Social Media, and Special Assignments- 5%

• Responsible for assembling newsletters for the School of Arts & Sciences to highlight student/faculty achievement, research, and important stories within Arts & Sciences.
• Newsletters are to be distributed on a schedule determined by the Dean, with stories and material collected from the department chairs and administrative assistants.
• Assists with promoting Arts & Sciences and fostering social media presence through the FLCartsandsciences Instagram account.
• Occasionally the Dean will assign a temporary special assignment such as performing research on all travel for the school organized by department and/or program, arranging an invitation only meeting to discuss a new program offered by the college, archiving online course evaluations utilizing Office 365, data analysis/mining for transparency in decision making, etc.
• Assists with a variety of school wide projects that require administrative support including delegation of tasks to administrative assistants.

MINIMUM QUALIFICATIONS:
Experience Only: Four (4) years of relevant experience in an occupation related to the work assigned to this position

PREFERRED QUALIFICATIONS

• Supervisory experience
• Administrative Assistant Experience in higher education
• Workday, Banner or other higher education student database system experience
• Experience managing multiple department budgets
• Procurement Card transaction and reconciliation experience
• Proficiency in Office 365 experience
• AI literacy

REQUIRED COMPETENCIES

• Active listening skills
• Critical thinking skills
• Analytical, investigate and problem solving skills
• Accurate data entry and database skills
• Strong customer service skills
• Demonstrated interpersonal skills
• Attention to detail
• Reading, writing and oral comprehension
• Written and oral expression skills
• Ability to work independently and as part of a team
• Ability to effectively manage multiple priorities and meet objectives and deadlines
• Ability to obtain and maintain a notary public license
• Strong aptitude for maintaining confidentiality and exercising discretion in complex situations

CONDITIONS OF EMPLOYMENT
A final job offer is contingent upon the satisfactory completion of a criminal background check. All background checks will be conducted in accordance with Fort Lewis College policy.