Office Manager and Event Coordinator

Position Summary

Reporting to the Executive Assistant to the vice president for Enrollment and Student Affairs (VPESA), the Office Manager and Event Coordinator is an essential member of the team in providing support and taking initiative across a wide range of office management functions. This position is responsible for leading the efficiency of day-to-day operations in the office for the Vice President for Enrollment & Student Affairs, as well as overall support for Branch initiatives, including signature VPESA events.

A successful candidate will have a strong ability to build relationships, work independently, be thorough and thoughtful, detail oriented, and be able to balance a workload of ebbs and flows.

While this role reports to the Executive Assistant to the VPESA, they will also support (as needed) others in the office:
Chief of Staff, Associate to the VPESA, Director of Student Communications, Senior Fiscal Operations Manager, Communications & Social Media Manager, and Assessment and Evaluation Manager.

The vice president for Enrollment and Student Affairs oversees three areas:
Enrollment Management, Classroom to Career Initiatives and Student Engagement & Well-being. With a professional staff of over 200 and a student staff of 300, we come together to create a professional team rich with diversity in thought, life/work experience and culture.

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Office Front Desk

• Serves as the liaison and first point of contact when representing the VPESA office with internal and external departments, organizations, and groups through a variety of modalities, including phone, emails, meetings, and one-on-one conversations.
• Serves as a point of contact with helping staff and students who visit the office; de-escalates/resolves problems and/or refers to appropriate personnel, as per university policy.
• Oversees and manages the VPESA general inbox, triaging inquiries, prioritizing requests, and ensuring timely responses.
• Ensures that the tone, standards of professionalism, and customer service reflect the values and service standards communicated by the VPESA.
• Maintains the condition of the office to provide a professional, welcoming, inclusive, and organized area.
• Ensures coverage during regular business hours, maintains conference rooms and manages reservations, and guest appointments.
• Manages complex internal operations, identifies problems, and develops solutions.
• Maintains office efficiency by developing, recommending, planning, and implementing office administrative systems, structures, processes, procedures, and workflows to meet the needs of the office/branch.
• Works independently, handles matters confidentially, analyzes and solves problems in the VPESA office, and makes decisions appropriate to the position.
• Adapts from routine administrative duties to handling special needs or situations seamlessly and daily.
• Serves as Emergency Preparedness Coordinator, attends necessary workshops and seminars, and instructs the unit on emergency response information; keeps emergency contact lists up to date.
• Designs and maintains filing systems, copying, electronic filing, scanning, data entry, processes paperwork, develops documents/spreadsheets, supervises mail and hand-deliveries and other necessary office procedures.
• Purchases and tracks office supplies, identifies and works with vendors appropriate for purchasing needs. Orders and purchases food and materials for meetings and works closely with caterers.
• Coordinates facility services, manages work orders, vendor communication, and office access control.
• Determines cyclical deadlines and integrates on-going support for VPESA Office/Enrollment & Student Affairs’ branch in order to deliver timely and high-quality work in compliance with the academic calendar, HR and other deadlines as appropriate.

• Serve as the primary point of contact for key branch-wide event planning, coordinating with internal teams and external vendors.
• Plan and coordinate key branch-wide events, managing logistics, timelines, and stakeholder communication.
• Oversee event execution, including room setup,…