"Office Manager, Office of the President and Office of the Provost"

Office Manager, Office of the President and Office of the Provost

Job ID: 291655
Location: Kennesaw, Georgia
Full/Part Time: Full Time
Regular/Temporary: Regular

About Us

Are you ready to transform lives through academic excellence, innovative research, strong community partnerships and economic opportunity? Kennesaw State University is one of the 50 largest public institutions in the country. With growing enrollment and global reach, we continue to expand our institutional influence and prominence beyond the state of Georgia. We offer more than 190 undergraduate, graduate, and doctoral degrees to empower our 47,000 students to become thought leaders, lifelong learners, and informed global citizens. Our entrepreneurial spirit, high-impact research, and Division I athletics draw students from throughout the region and from more than 100 countries across the globe. Our university's vibrant culture, career opportunities, rich benefits, and values of respect, integrity, collaboration, inclusivity, and accountability make us an employer of choice. We are part of the University System of Georgia. We are searching for talented people to join Kennesaw State University in our vision. Come Take Flight at KSU!

Location

(Primary Location for Job Responsibilities) Our Kennesaw campus is located at 1000 Chastain Road NW, Kennesaw, GA 30144.
Our Marietta campus is located at 1100 South Marietta Parkway, Marietta, GA 30060.

Department Information

DEPARTMENT SPECIFIC TASKS AND RESPONSIBILITIES:
1. Works under the direction of both the Office of the President and the Office of the Provost
2. Serves as receptionist (greeting, announcing, and directing or escorting visitors) for the Office of the President and the other administrative divisions located on the floor
3. Is primary responder for answering the Office of the President mainline phone providing information, taking detailed messages, and/or transferring or redirecting calls to the appropriate contact, and secondary responder for the Office of the Provost and Academic Affairs mainline phone
4. Assists with meetings, events and other administrative projects as required
5. Provides a high-level of customer service and advance administrative support with a high-level attention to detail and includes travel support and proofing of written communications
6. Processes, analyzes, reviews, and submits a large volume and complex purchases (peaking at fiscal year-end and with contract expirations/renewals)
7. Researches and submits purchasing requests via multiple methods including ePro, Payment Center, and Purchasing Card to acquire office supplies, equipment, software, and other items or services; assists in resolving billing issues associated with open purchase orders
Processes a large volume of KSU Foundation reimbursements and payments
8. Assists with the management of office equipment inventory, office moves, and door accesses
9. May assist with employees on-boarding or off-boarding

DEPARTMENT SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES*:
- Able to adapt to quickly changing circumstances
- Able to take initiative and be a self-starter
- Ability to maintain a high level of confidentiality and professional discretion

Job Summary

Provides administrative and clerical support to assigned location, department, college and/or unit. Develops, maintains and ensures compliance of department records. Assists with budgetary matters, tracks department funds and purchasing. Compiles reports and monitors assigned projects and/or program components. May supervise assigned clerical staff and/or student assistants. May maintain the assigned location's Purchasing Card (PCard) usage and processes.

Responsibilities

KEY RESPONSIBILITIES*:
1. Assists with assigned area administrative and clerical duties
2. Maintains email, voicemail boxes and filing system
3. Receives and distributes incoming and outgoing mail
4. Manages supply inventory and submits invoices for payment
5. Responsible for utilizing and maintaining the department's purchasing card (PCard), cash and/or credit card
6. Prepares department meeting agendas, meeting notes and distributes accordingly
7. Assists with projects and event support
8. Creates and maintains office related records and reports
9. Interprets, monitors, and analyzes information regarding operating reports, policies and procedures
10. Oversees and coordinates the day-to-day office operations
11. May supervise assigned staff and/or student assistants

Required Qualifications

Educational Requirements
Bachelor's degree from an accredited institution of higher education in related field or an equivalent combination of relevant education and/or experience

Required Experience
Three (3) years of related administrative, office or clerical experience

Preferred Qualifications

Preferred Educational Qualifications
An advanced degree from an accredited institution of higher education in a related field

Preferred Experience
Previous experience with office management or staff supervision
Previous experience in higher education
Previous experience with finance (i.e., purchasing, accounts payable, budgets)
Previous experience with calendar management

Knowledge, Skills, & Abilities

ABILITIES
Able to maintain and appropriately utilize the location's PCard
Able to maintain confidentiality
Able to handle multiple tasks or projects at one time meeting assigned deadlines

KNOWLEDGE
Knowledge of basic accounting, data and administrative management practices and procedures
Basic understanding of budgets

SKILLS
Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills
Proficient with computer applications and programs associated with the position (i.e. Microsoft Office suite)
Strong attention to detail and follow up skills
Strong customer service skills and phone and e-mail etiquette

Other Information

This is a supervisory position.
This position has financial responsibilities.
This position will not be required to drive.
This role is considered a position of trust.
This position requires a purchasing card (P-Card).
This position may travel 1%-24% of the time.
This position does not require security clearance.