Skilled Trades Office Manager

Skilled Trades Office Manager

Position Title
- Skilled Trades Office Manager

FLSA
- Non-Exempt

FT/PT
- Full Time

Hours Per Week - 37.5

Work Schedule
- Monday-Friday

Grade - 12

Compensation Range - $ hourly

Summary
- The Office Manager for the Skilled Trades Department provides comprehensive administrative, secretarial, and records-management support to ensure smooth daily operations across workforce programs such as HVAC, Electrical, Plumbing, Welding, Mechatronics, Automotive, Manufacturing, Construction Management and Building Automation. This role is the central hub for faculty, students, apprentices, and industry partners, maintaining efficient office systems and supporting compliance, scheduling, and departmental coordination.

The ideal candidate is highly organized, proactive, and comfortable working in a fast-paced, trade-oriented environment.

Essential Role Responsibilities
- • Department Operations Coordination — Manage daily office workflow, coordinate faculty schedules, maintain departmental calendars, and support program leads with administrative tasks.

• Records & Compliance Management — Maintain accurate student, certification, and apprenticeship records; ensure compliance with FERPA, OSHA training documentation, credential tracking, and institutional retention policies.

• Secretarial & Front-Office Support — Provide professional reception services, manage phone/email communication, draft correspondence, prepare meeting agendas, and take minutes for departmental meetings.

• Program & Instructor Support — Assist faculty with course materials, room scheduling, lab access coordination, and communication with students and industry partners.

• Budget, Purchasing & Inventory — Process purchase orders, track expenditures, maintain supply inventories, and coordinate procurement of tools, PPE, and lab materials.

• Data Entry & Reporting — Enter data into SIS, LMS, and workforce systems; generate reports for enrollment, certification progress, attendance, and grant-funded program requirements.

• Event & Project Coordination — Support department events such as advisory board meetings, career fairs, employer visits, and student credentialing sessions.

Minimum Education Required - Associate's degree

Experience Required
- • Office Technology Proficiency — Strong skills in Microsoft Office, Google Workspace, SIS/LMS platforms, and digital filing systems.

• Communication & Customer Service — Ability to communicate professionally with students, faculty, employers, and community partners.

• Organization & Time Management — Skilled at managing multiple deadlines, interruptions, and high-volume workflow in a hands-on trades environment.

• Attention to Detail — High accuracy in documentation, compliance tracking, and data entry.

• Confidentiality & Professionalism — Understanding of FERPA, privacy standards, and sensitive student information handling.

• Associate degree in Business Administration, Office Technology, or related field

• Two years of administrative or office management experience

• Experience with records management and customer service

• Proficiency with office software and digital organizational systems

• Experience in higher education, workforce development, or skilled trades programs

• Familiarity with OSHA documentation, credential tracking, or apprenticeship records

• Experience supporting faculty or instructional programs

• Knowledge of procurement processes and inventory systems

Minimum and Preferred Qualifications

Physical Demand Summary
- This role operates in a dynamic Skilled Trades setting that includes labs, shops, classrooms, and industry-partner interactions. The Office Manager is often the first point of contact for students entering trades programs and plays a key role in maintaining a…