Office Manager

Office Manager

The Office Manager supports the business operations of the Student Housing Department and the on-campus community. This role oversees front office operations, manages departmental expenses and budgets, and provides administrative support for housing assignments and communications to ensure efficient and effective service delivery. The ideal candidate is a highly organized, adaptable professional who can manage multiple priorities and work independently. This position requires strong administrative experience, attention to detail, and the ability to support a diverse campus community with professionalism and flexibility.

Essential Functions and Responsibilities:

• Provides budget support to the Housing staff
  • Manage department P-cards, including reconciliation and documentation
  • Creates requisitions, processes invoices via supplier invoices, P-card, and purchase order receipts
  • Track budget issues/problems and provide solutions for effective resolution
  • Provide monthly budget reports to department director
  • Manage billing systems
• Provides administrative support for Housing staff
  • Coordinate recurring meetings with groups
  • Update Housing website with staff information, key dates, and Housing policies
  • Maintains the Housing organizational chart
  • Records meeting minutes
  • Maintains the Housing department staff directory
  • Supports the hiring and onboarding process for new Housing hires
  • Manages and audits the Housing employee files in compliance with FERPA, college policy, and confidentiality and retention requirements.
  • Provides effective communication to students, families, and prospective residents and redirects calls as necessary
  • Assists Director of Housing in producing next fiscal year annual budget projections
  • Manages key inventory and distribution
  • Communicates major changes and announcements to Housing staff and residents
• Provide leadership for Annual and Semi-annual appreciation events and meetings
• Provides administrative operations and occupancy management support
  • Collaborate with college partners to verify student academic status.
  • Communicate with Financial Aid to receive updated lists regarding students with financial holds.
  • Communicate with the Office of Community Standards regarding student conduct status as it relates to Housing.
  • Monitor the student housing exemption list
• Order department office supplies, staff uniforms, and equipment.
• Produce and remediate digital materials in compliance with the Americans with Disabilities Act (ADA) and Section 508 accessibility standards.
• Provide responsive service and housing support to all students, ensuring equitable access to campus housing resources and opportunities.
• Perform other duties as assigned

Required Education, Specialized

Skills and Experience:

• Education:
  
  Associate's Degree in related field
• Specialized knowledge:
  Accounting, business practices, training content development, budget analysis and tracking
• Proficiency with Microsoft Office suite or equivalent
• Strong customer service skills
• Strong written and verbal communication skills
• Ability to meet deadlines, work with minimal supervision
• Ability to manage and maintain confidential information
• 3 years or more of related work experience

Preferred Education, Specialized

Skills and Experience:

• Bachelor's degree in related field from an accredited institution
• Previous administrative experience in higher education, student housing, or student services
• Experience with Star Rez, Workday, Maxient, or comparable systems
• Experience supporting hiring, onboarding, or HR processes
• Experience supervising or coordinating student employees
• Experience with P-Card reconciliation, purchase orders, or check requests in a higher education or government setting
• 6 years or more of related work experience

Reports To / Supervisory Responsibility:

• Reports to the Director of Housing and Conduct
• This position may supervise part-time employees

Work Environment:

The work environment characteristics described here are representative of those that an employee can expect while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Moderate noise (i.e. business office with computers, phone, and printers, light traffic).
• Ability to work in a shared office environment or remotely
• Ability to sit at a computer terminal for an extended period of time.
• Ability to take meeting notes/minutes of meetings in person and virtually
• Ability to complete tasks autonomously with little supervision or oversight

Physical Demands:

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function

• While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone
• Specific vision abilities required by this job…