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Job Description Summary
Under minimal supervision and working independently, the Office Manager manages office operations for the Office of the Dean of Students.
The Office Manager performs a variety of duties including coordination of administrative functions, scheduling, special projects, event planning, and calendar coordination, financial reconciliation and serves as primary point of contact to internal and external constituencies.
Job Description
Essential Functions :
Manages daily operations of the office, including opening and closing, coordination with student office assistants, and infrastructure (supplies, purchasing, computer networks and equipment, copier, phones and voicemail, office calendars, etc.
to ensure that the department is running efficiently.
Serves as the initial point of contact for the department. Creates a welcoming and inclusive environment where students, parents, faculty / staff, and other visitors feel comfortable.
Manages the flow of guests in the waiting area while ensuring privacy when communicating sensitive information.
Handles questions, concerns, issues and requests on the Office's behalf. Arranges for urgent issues to be handled by appropriate staff.
Ensures timely flow of information to and from the Office of the Dean of Students.
Assists with operational aspects of Student Conduct and CARE / Case Management including, scheduling, case creation, electronic file management, preparation and distribution of physical and electronic communications, routing of communications to faculty, staff, students, and other constituents.
Manages the Dean of Students' calendar and assists with the Associate Deans for Student Conduct and Caring Outreach and Community Response calendars and meeting schedules to make sure that identified priorities are addressed in a timely fashion, helping to ensure optimum utilization of their time.
Handles all aspects of meeting coordination and scheduling.
Serves as staff support for administrative committees and meetings chaired by the Associate Vice President and Dean. Ensures timely preparation and pre-distribution of materials.
Approves departmental spend to ensure fiscal responsibility and accurate coding of revenue and expense. Provides support for P-card reconciliation, processing of expense reports, and reimbursements for department leadership.
Assists with logistical and organization support for meetings, presentations, and projects. Develops, implements, and coordinates a systematic approach to managing projects.
Monitors progress and completion of assignments to ensure deadlines are met.
Exercises initiative and independent judgment on requests for the Dean of Students time, delegates assignments as appropriate, identifies key issues, determines when to escalate, and provides suggestions for resolution.
Other Functions :
Monitors the facility to ensure it remains safe, secure, and well-maintained. Responsible for all materials, supplies, equipment usage and maintenance, operational functionality, and related activity for the department.
Other duties as assigned in support of the work of the Office of the Dean of Students and Campus Life Division.
Required Education, Knowledge, Skills, Abilities :
Associates degree plus three years of experience in office management and / or budget management, or an equivalent combination of education and experience.
High degree of professionalism, integrity, and dependability.
Ability towork independently and with minimal supervision.
Demonstrated ability to maintain strict confidentiality of privileged information and ability to exercise discretion with sensitive issues, diplomacy and sound judgment;
deal calmly and effectively with and / or regarding distressed students, families, and others.
Ability to employ effective and compassionate communication skills, and project confidence and calmness in a fast-paced environment.
Superior written and verbal communication skills, as well as the ability to present in a clear and compelling manner.
Excellent calendar management skills, including the coordination of complexmeetings.
Accuracy and attention to detail.
Ability to create an inclusive environment in which all members of the University community feel seen, heard, safe, welcomed, and supported when in the Office of the Dean of Students suite and when interacting with staff.
Proficiency with various software including utilization of Microsoft Office Suite and experience in effectively creating documents, reports, organization charts and presentations.
Ability to anticipate problems, critical issues, and opportunities as they arise and advise accordingly.
Ability to organize workflow, prioritize work assignments, manage multiple tasks, coordinate activities and take initiative as needed.
Ability to research and resolve office management problems and questions.
Self-motivated and committed to continuous improvement.
General knowledge of office management procedures, practices, and techniques.
Preferred Education, Knowledge, Skills, Abilities :
Knowledge of state laws relating to illegal drugs and alcohol.
Familiarity with Maxient software.
Accountabilities :
Works with minimal supervision. Work requires contact with school and University staff, vendors, students, parents, attorneys, law enforcement and general public.
Physical Requirements :
Sedentary work.Typing, talking, hearing, repetitive motions.Close visual acuity.
Communicates with others to exchange information.
Environmental Conditions :
No adverse environmental conditions expected.
Additional Job Description
Disclaimer :
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform.
Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.
To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.
Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.
Time Type Requirement
Full time
Note to Applicant :
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform.
Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his / her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.
Wa keForest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.
In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.
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