Office Manager

Please see Special Instructions for more details.

Posting Summary

Working Title

Office Manager

19221-FP

FLSA Exempt

Pay Band 04

Northern VA Community College

Hiring Range $65,000 - $75,000

No

6-Administrative Support

Full Time

-Telework options are subject to change based on business needs-

Monday to Friday, 8:30am – 5:00 pm. Schedule may vary based on business needs as determined by Supervisor. Rotate one evening shift 10:30AM-7:00PM.

During extended hours (peak traffic) additional late nights maybe assigned when evening hours are added to meet demand.

No

General Description: The Office Manager reports to the Dean of Student Success. The Office Manager provides high level comprehensive administrative, operational, financial, technical, programmatic and customer service support to the Dean/Associate Dean in the units/division. Will ensure prompt, professional, and courteous service to all patrons.

• Works closely with other senior administrative staff in the Office of the President, Executive Vice President, Vice Presidents, Provosts, and Deans to promote communication and coordination among offices.
• Ensures the smooth operation of the Student Success division at the Alexandria Campus and to assist the Dean/Associate Dean in support of the units/division and college wide responsibilities.
• Managing routine and non-routine business, day-to-day operations, and activities of a busy office. Manages phone calls and correspondence (email, letters, and packages). Maintain office coverage and equipment.
• Performs administrative duties which involve confidentiality, accountability, and responsibility for making decisions on varied issues and policies affecting the operation of the department, particularly handling confidential materials related to employee and student hiring.
• May assist with the operational flow of the division office and leadership calendars.
• Greet and direct as needed all internal/external visitors and callers with courtesy while providing accurate and timely information. Assessing customer needs and handling complaints with professionalism. Referring complaints to appropriate parties when necessary.
• Provides assistance and support to faculty, staff, students and on occasion, externally with members of the community, alumni, and other professionals.
• Accurately creates and maintains records and databases.
• Utilizes regularly available College and State systems to accomplish assigned tasks, goals and objectives for the division.
• Produces ad hoc reports to respond to specific requests related to the division, special campus projects and initiatives.
• May be responsible for the completion of Human Resources and/or Student related actions.
• Prioritize workload to ensure timely completion of projects and requested reports to ensure smooth and efficient operation of the division.
• May also be tasked with leading, organizing, planning, and implementing department, division, or campus events as well as helping to train other administrative assistants on college processes and procedures.
• Purchases supplies for the office staff and faculty members through the VCCS eVA procurement process. Assists with travel arrangements.
• May perform or be responsible for inventory, procurement, purchasing and budgetary actions that support the division. May supervise full-time, part-time and/or student hires as directed by the Dean.

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

• Knowledge of general business and office functions, practices, equipment, systems, and procedures.
• Knowledge of college programs, policies and procedures and the ability to interpret and explain them.
• Ability to exhibit discretion and diplomacy while maintaining information security and…