Office Manager

Job Description

The Center for Applied Research and Educational Improvement (CAREI) seeks a proactive, highly organized, experienced Office Manager to conduct daily administrative and operational functions that support the Center's mission and initiatives. This position plays a central role in ensuring efficient office operations within a fast‑paced, collaborative environment.

Primary responsibilities include purchasing, billing and financial support, human resource coordination, scheduling, event planning, maintenance of supplies and equipment, and other general administrative support. The Office Manager also serves as the primary liaison with University partners, including CEHD Finance and Human Resources, IT, Facilities, and External Sales.

Work schedule:

Monday – Friday, 8:00 – 4:30 pm; occasional evening and weekend work as needed. 40 hours/week. No overtime.

Bargaining unit consideration begins on June 5, 2026 and ends on June 11, 2026.

This position is not eligible for H-1B or Green Card sponsorship and does not offer a STEM OPT training program.

• Oversee daily office operations, including organizing, maintaining, and ordering supplies and equipment (e.g., computers, software licenses, printer/copiers), preparing mailings and/or shipments, and supporting overall office functionality.
• Provide administrative and operational support to leadership, staff, students, contractors and clients in support of CAREI's mission and goals.
• Coordinate with CEHD IT, OIT, and Networking and Telecommunications Service (NTS) to address technology, internet, telephone and access‑related needs, including equipment purchasing and setup.
• Serve as a primary point of contact for CAREI projects and programs, triaging communication and responding to inquiries as appropriate.
• Facilitate consistent internal communications that support a collaborative and well‑informed work environment.
• Monitor departmental emails and manage shared Google Drives and listservs.
• Prepare printing requests, photocopying, and other document production activities.
• Serve as the Department Access Coordinator (DAC) and Department Facilities Representative (DFR), including managing key assignments, building access, and facilities work orders to maintain the physical office space.
• Coordinate space‑management activities, including maintaining calendar for conference rooms and preparing work spaces for new employees.
• Support Center events by coordinating space, equipment, catering, travel arrangements, and other logistical needs.

• Serve as the department purchasing specialist by processing all purchase requests and expenses; initiate, monitor, and document purchases and recurring charges using a University purchasing card, invoice payment, or purchase order.
• Resolve billing discrepancies and ensure accurate cost allocation.
• Use working knowledge of University and CEHD policies and procedures to advise staff on transaction‑level financial processes, including assisting with purchases (e.g., travel, conference registrations), expense reimbursements, and other financial approvals and documentation.
• Perform initial review of financial documentation for completeness, accuracy, and policy compliance; communicate with staff to resolve discrepancies or missing information.
• Support the preparation and administration of internal and external sales contracts, maintain contract records, and process and track invoices.
• Coordinate supplier setup and contracts for professional services.
• Route invoices for approval and payment processing.
• Act as a liaison to the CEHD Finance Services Office regarding purchases, reimbursements, and financial processes; coordinate with CAREI Finance Professional to set up account chart strings.
• Complete additional financial projects and duties as assigned.

• Partner with the Director of Operations to advise CAREI leadership team and supervisors on HR hiring policies, procedures, and practices.
• Enter TDX tickets for job postings, background checks, employee hires, and employment status changes.
• Conduct I‑9 employment verifications.
• Support employee onboarding and…