Office Manager, Southern Polytechnic College Graduate Program Support

Department Information

DEPARTMENT-SPECIFIC TASKS AND RESPONSIBILITIES:

1. Prepares, publishes, and disseminates announcements for proposal defenses and dissertation defenses
2. Organizes and supports PhD program and research activities, including the college's weekly research seminar, PhD student social events, and approximately three college-wide research events each year
3. Collaborates with the PhD Program Director and Department Chairs to finalize the PhD course schedule and enter it into the university system
4. Requests and distributes the updated list of current graduate students in the college each semester
5. Monitors GRA/GTA hiring and tuition waiver status with the Graduate College for all graduate programs within the college
6. Maintains the PhD.IE Member Portal in Microsoft Teams and posts program-related announcements and updates

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