Office Supervisor​/Chp

Posting Number S-3991

Position Number 64730

Type of Recruitment External

Position Title OFFICE SUPERVISOR/CHP

Serves as primary support for the Dean, Associate Dean and Dean’s Office staff providing complex office supervision while performing varied and specialized duties including handling details. Represents the Dean and Associate Dean to the general public, including the final screening and reception of all visitors; oversees reception area and provides information to walk-ins. Processes and triages telephone and walk-in inquiries and uses judgment in obtaining and providing information relative to a broad range of College and University activities.

Supervises and directs the work effort of assigned student assistants including orientation, policies and procedures training, operations of office, and daily oversight/direction, establishing priorities related to work duties. Functions with a high degree of independence and autonomy as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting volunteers, and other support functions related to work area.

Performs research as directed to assist supervisor in various projects. Interprets University policies and procedures. Interacts effectively with campus departments, faculty, staff and students, off campus businesses and parents. Attends staff meetings. Exercises judgment, discretion and confidentiality. Maintains a set of financial records associated with purchasing, making, tracking and reconciling expenditures on the credit cards, preparing invoices and employee reimbursement vouchers, departmental deposits, preparing journal entries and utilizing PNC to transfer funds between accounts.

Prepares, develops and composes memos, correspondence, forms, documents, brochures, posters, email blasts and flyers for College related activities, events, meetings for internal and external communications. Conducts special projects on a recurring basis and assignments as directed; collects, compiles, and writes updates and reports on findings, including preparation of preliminary findings and minutes and coordinating several committees’ activities. Acts as liaison between assigned area and other offices and departments within the College as well as across the University.

Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, travel, and other duties for both internal and external contacts.

• Bachelor’s degree or equivalent combination of education and experience.
• Four years of qualifying experience or a combination of education and experience that equates to four years.
• Experience with Microsoft Word.
• Customer service experience.
• Spreadsheet and/or database experience.
• Organizational skills with strong attention to detail.
• Demonstrated positive interpersonal skills.
• Effective verbal and written communication skills.
• Ability to project a positive attitude.
• Ability to manage multiple projects and meet deadlines with accurate results.
• Ability to compose, proofread and edit correspondence.

• Knowledge of specific software programs and/or mainframe/systems skills may be desired by the hiring department. (i.e. Excel, Access, SAP ).
• Demonstrated ability to design/maintain web pages may be desired.

• Calendaring.
• Works with faculty and interfaces with students, alumni and major donors.
• Deals with sensitive issues and demonstrates confidentiality.
• Prioritizes interoffice communication.
• Responsible for managing the Dean’s Office.
• Provides office supervision.
• Facilitates communication.
• Prepares official correspondence.
• Responsible…