Office Manager

Position Information

Department:
School of Psychological Science (CLA)

Position Title:

Office Manager

Job Title:

Office Manager

Appointment Type:
Professional Faculty

Job Location:

(not specified)

Benefits Eligible: (not specified)

Remote or Hybrid option?: (not specified)

The School of Psychological Science is seeking an Office Manager. This is a full‑time (1.00 FTE), 12‑month, professional faculty position.

Provides confidential administrative work for the School Director and Executive Team, establishes and evaluates effective administrative office policies, interprets and applies university policies in multiple settings, serves as the administrative liaison for the school with both internal and external audiences, provides budgetary support and business management oversight, hires, trains, and supervises assigned staff to ensure consistent presence in on‑campus buildings. Collects and compiles information on a variety of subjects related to School of Psychological Sciences educational, research, and clinical psychology clinic programs for internal and external communications.

Organizes confidential educational, personnel, health and other records. Ensures College of Liberal Arts, School, and accrediting bodies’ policies are followed, assisting in communicating and enforcing with faculty, staff and students.

This position requires analytical skills for evaluating, troubleshooting, and synthesizing issues in order to successfully process and coordinate all work. There is significant interpersonal interaction and access to sensitive information requiring excellent communication skills, discretion, flexibility, and professional poise. This position requires sensitivity to the diversity of backgrounds/identities within the School.

General Administration and Assistance to – 60%

• Serves as liaison between School Director and faculty, staff, administration, and off-campus contacts;
• Advises faculty regarding university policies and procedures and serves as a resource regarding personnel, finance, and other university administrative issues;
• Authorizes purchases and approves invoices; monitors, tracks, and provides input on School budget as a liaison with Finance and Accounting staff.
• Provides confidential administrative assistance to School Director. Collaborates with School Director on confidential matters; assists with the Director’s calendar; responsible for confidential and routine correspondence and communications; prioritizes issues for Director’s attention on routine reporting and scheduling; anticipates needs by furnishing information.
• Plans, assists, and maintains records of coordination of external and internal activities, interviews, meetings, and event coordination (all meetings, interviews, conferences, student/family events, and student club-related activities).
• Prepares budgetary and other reports, and other documents as necessary.
• Coordinates facility access and maintenance, including key requests, managing lockouts, and submitting and following up on building facilities requests and surplus orders.
• Periodically reviews, updates, and drafts copy for School website.
• Identifies office supplies and machines for general office and specialized spaces (psychology training clinic, research labs) to meet privacy and compliance requirements.
• Ensures general, student educational, mental health, and other office documents are organized and secure, reviewing and updating the file software, file structure, and permissions as needs evolve.

Coordination of Personnel Processes – 15%

• Coordinates personnel processes including (but not limited to) tenure/tenure track hiring, quarterly instructor appointments, graduate assistant hiring, fixed‑term faculty and instructor appointment renewals, professional and classified staff positions and position descriptions. Responsible for distributing personnel‑related information to appropriate parties.
• Prepares spreadsheets for HR on appointments to be processed each term (including summer) for on‑campus and e‑campus teaching. Prepares fixed‑term renewal spreadsheet during Spring term.
• Coordinates with International Services in hiring and reviews of…