Office Support Supervisor

Office Support Supervisor 1

Position Title
- Office Support Supervisor 1

Location
- Olympia

This is a full-time, overtime eligible position in the Office of Student Activities and New Student Programs on the Olympia Campus of The Evergreen State College.

Position Purpose
- This position reports to the Director of Student Activities and New Student Programs and serves as the primary administrative assistant and public contact for Student Activities and New Student Programs. This position performs a variety of administrative and clerical tasks to support the Director, staff, and student employees/graduate assistants. The incumbent is responsible for greeting and receiving students and customers, answering phone calls, responding to voicemail/email, scheduling appointments, managing equipment and check-in/out processes, correspondence, purchasing and reconciliation, generating vendor contracts, space scheduling and stewardship, records management, and assisting students and contractors with completion of required forms and documentation.

This position directly supervises student employees.

Nature and Scope

Essential Functions
- Administrative and Clerical Support Provide a welcoming environment for students coming to Student Activities and New Student Programs.

Coordinate a high traffic office with frequent in-person interactions from diverse populations of students and college staff.

Provide direct administrative support for the Director, including scheduling and copy editing.

Assist the Director with developing and implementing program assessment strategy, including survey development and building, communication, and deployment.

Lead administrative coordination for orientation and pre-orientation programs including planning meetings, note taking, communication, housing, meals, and travel.

Participate in preparation and maintenance of policies and procedures for area of responsibility.

Develop new documents and communications/outreach using SharePoint, Microsoft Word, Teams, Excel, Outlook, and social media as directed.

Initiate and process a variety of forms and correspondence, such as campus production reports, electronic personnel action forms, service agreements, honoraria, travel authorities, help tickets, and work orders.

Enter purchase orders, monitor purchasing card transactions, collect receipts, and reconcile all purchases for multiple programs.

Supervise student employees in Desk Assistant positions, including recruitment, hiring and promotion, training, support, evaluation, and addressing performance issues.

Coordinate with department leadership to manage and maintain the learning allotment distribution procedure for student leaders.

Coordinate with student organization advisors and the Director to manage the logistics for the training and orientation of registered student organization student coordinators and members.

Manage and maintain digital processes, records, and forms, including development, troubleshooting, and training; enter data into relevant databases.

Provide information about office programs, college policies, and office procedures to students, staff, and the public

Provide administrative support for orientation and pre-orientation programs, including note taking, promotion, communication, housing, meals, and travel.

Make travel arrangements, hotel, and transportation reservations for administrative staff and student leaders.

Compose and distribute correspondence for own and/or supervisor's signature.

Resolve problems as a representative of Student Activities and make appropriate referrals to other college offices.

Maintain program webpages, including intranet, and online student organization directory.

Participate in all required meetings and committees, including recording meeting notes and action items; may occasionally facilitate staff meetings.

Serve as designee for the Director in committee meetings, leadership meetings, and on-going projects as assigned.

Space Scheduling and Stewardship Manage the meeting and event requests for registered student organizations, Student Activities, New Student Programs, and other related programs.

Approve college requests for Student Activities and New…