Supervisor, Office Services

POSITION SUMMARY

The Office Services Supervisor is responsible for a variety of functions within the office of the Dean of the Carroll College of Arts and Sciences. Performs duties with wide latitude for exercising discretion, judgment, initiative and independent action.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS

Job duties specific to this position:

Administrative Operations & Executive Support

• Provide comprehensive administrative support to the Dean of the Carroll College of Arts and Sciences, including complex calendar management and travel coordination
• Execute personnel and financial actions within Workday; manage and monitor delegated Dean’s Office email accounts
• Serve as the primary point of contact for the Dean’s office, managing high-volume phone inquiries and directing communications appropriately
• Process work orders, IT service tickets, and security/key requests; coordinate faculty office logistics
• Oversee the inventory and procurement of office supplies and promotional materials ("swag")
• Solicit and manage the collection of faculty and student news for inclusion in the periodic Carroll College electronic newsletter

Personnel Management & Supervision

• Lead the recruitment, onboarding, training, and performance management for all Arts and Sciences Staff Assistants
• Directly supervise Dean’s office work-study students, including hiring, training, and scheduling
• Oversee the production and distribution of adjunct contracts

Academic Affairs & Faculty Support

• Provide dedicated administrative support to the World Languages, Literatures and Cultures, Math, Computer Science, and Psychology departments
• Coordinate the student course evaluation process, including coordination with Institutional Research and processing requests for informal evaluations. For faculty departmental evaluations, maintain progress-tracking files, and process Faculty Annual Reports
• Facilitate the Rank and Tenure application process, ensuring the secure transmission of materials to external reviewers
• Develop and coordinate comprehensive itineraries for visiting faculty candidates, including travel and room logistics, in collaboration with Human Resources
• Create and maintain accurate faculty contact databases (including updating list of chairs and directors), travel records, and independent study/research documentation

Financial & Budgetary Management

• Maintain and track the College of Arts and Sciences budget, ensuring alignment with institutional financial goals
• Manage payroll submissions for faculty independent study and research compensation, as well as summer chair stipends
• Administer the Harriett O’Leary Travel Program and Poland Fund, including faculty and student award notification, reimbursements, and payments
• Provide administrative and budgetary oversight for the Student Research Committee

Events & Program Coordination

• Execute logistical support for the Dean’s Scholars Convocation (Fall) and Honors Convocation (Spring), including:
  • Convene and lead planning meetings with other offices
  • Create punch list for each event, ensuring that duties are distributed appropriately
  • Lead script and program development
  • In consultation with faculty, determine Carroll College award recipients
  • Ensure timely award notifications
  • Order awards
• Liaise with honor society moderators to verify program listings and coordinate regalia requirements
• Oversee room reservations, catering, and on-site logistics for Carroll College events, including Carroll College Advising Sessions, Distinguished Alumni Lectures, Career-oriented events, and others
• Manage the production and distribution of Dean’s List certificates and congratulatory correspondence

Job expectations for all Le Moyne College employees:

• Demonstrates and role-models all of Le Moyne’s mission-based competencies (collaboration, communication, diversity, integrity, leadership and service) in every interaction with all community members and external parties.
• Strengthen digital literacy skills through education and the application of digital technologies in order to effectively engage in information gathering, utilization and data management while promoting a security culture.
• Supports cura personalis by treating all individuals with dignity, professionalism and kindness.
• Promotes cura apostolica by aligning professional goals, objectives, and performance with college’s strategic goals.
• Demonstrates excellent work attendance, reliability and work ethic.
• Attends and actively participates in required meetings and training sessions.
• Complies and adheres to all of Le Moyne’s established policies, procedures and codes of conduct at all times, including all health and safety requirements and regulations, to promote desired behavior and build awareness.
• Must complete all required federal, state, institution and department trainings.
• Engages in a planned program of professional development. Continually maintains skills and knowledge relative to the position and technology industry including best practice, evolving operational requirements, and industry trends.
• Performs a variety of related duties as assigned.

QUALIFICATIONS

• Bachelor’s Degree required.
• Excellent customer service skills
• Strong written and oral communication skills.
• Demonstrated time management and organization skills.