Office Manager for Workplace & Internship Program

Office Manager for Workplace Experience & Internship Program

The Office Manager for Workplace Experience & Internship Program provides high-level administrative, operational, and logistical support for the University Events & Experience (UEE) team; develops and leads team training and recognition; manages the department's internship program. This role ensures the UEE office and event spaces run efficiently, coordinating office functions, shared resources, vendor relationships, digital systems, and meeting/event readiness, while managing the scheduling, training, performance, and development of interns.

The position is central to the department's ability to deliver high-quality events, programs, and strategic initiatives, and requires sound judgment, discretion, and the ability to balance competing priorities across office operations, vendor/facilities coordination, people management, and event support.

Administrative, Office & Vendor Management

• Serve as a professional first point of contact for UEE by communicating with leadership, team members, campus partners, vendors, visitors, and key stakeholders.
• Coordinate shared UEE calendars, meeting requests, invitations, schedules, and related communications.
• Maintain shared meeting spaces, welcome areas, key control systems, supplies, break room, equipment, inventory, office purchases, maintenance needs, and related office resources.
• Manage office shipping and receiving, including incoming and outgoing mail, packages, deliveries, distribution, tracking, and related carrier/vendor coordination.
• Coordinate and maintain vendor relationships and accounts supporting daily office operations, including break room, coffee and beverage service, specialty gifting vendors, apparel/uniform vendors, and building/facilities service providers, and process related purchase, contract, and payment requests.
• Coordinate daily readiness of office and meeting spaces, including opening and closing procedures, office equipment (printers and supplies), and event-space technology (audio/visual systems, signage, and shared power/lighting for daily and event use).
• Coordinate and track shared office access and resources, including parking passes and permits, guest access requests, and shared equipment checkout (e.g., golf cart).
• Coordinate linen laundering and related event-readiness logistics, including pick-up, drop-off, tracking, storage, and vendor communication.
• Support gifting, awards, and recognition processes by maintaining supplies and records, coordinating orders and distribution, and assisting with related communications.
• Coordinate team building and retreat logistics, including scheduling, space needs, materials, supplies, vendor coordination, and day-of support.
• Coordinate approved meeting-related logistics and funding support, including meals, hotel accommodations, travel arrangements, vendor coordination, cost estimates, purchase requests, reimbursements, and payment processing in accordance with University and departmental policies.
• Provide support for UEE office operations, department-wide needs, special projects, staff onboarding and off-boarding, data entry, routine office tasks, and work-related errands.
• Help maintain systems for tracking UEE events, projects, deadlines, records, files, documentation, listservs, announcements, archiving and internal communications.
• Serve as back-up administrative support for the Executive Assistant to the CXO as needed.

Internship Program Supervision

• Directly supervise the departmental intern team, serving as their primary point of contact and day-to-day manager.
• Partner with HR to coordinate intern recruitment, interviewing, hiring, including job posting review and candidate scheduling.
• Plan and deliver intern…