Office Manager, Operations

POSITION SPECIFICS

Housing Operations, a division of Auxiliary & Business Services, is excited to welcome candidates for the position of Office Manager. This position supports the vision and mission of the housing operations by serving as the first point of contact, in person, via phone, and email, for our students, guests, and families along with managing the area office and supporting operational staff;

at least 5 staff and 50 technical service employees in a variety of housing options for over 4,000 students. As an incoming team member of Auxiliary and Business Services, it will be expected that all employees embody and model Penn State’s and Finance and Business’ Values to deliver an exceptional on-campus experience for our students, families, and guests.

The successful candidate will be responsible for the following:

• Process daily payroll, reconciling and authorizing bi-weekly payroll, ensuring accuracy, and submitting to supervisor.
• Assist employees with various questions regarding benefits, payroll, and time off.
• Maintaining employee and office files, creating reports and forms.
• Attend meetings, take minutes, and participate in committees.
• Support Associate Director and management teams with projects, copying, spreadsheets, signage and other requests.
• Schedule and maintain a calendar of appointments, meetings, coordinate travel arrangements, make reservations, and process reimbursements.
• Monitor budgets, maintain inventory, purchase supplies, process purchase orders, and reconcile credit card purchases.
• Call-in, report, and enter work requests for maintenance issues to OPP, access control, pest control, laundry equipment.
• Maintain key inventory and conduct regular key audit.
• Manage door access scheduling and maintenance using an electronic card access system.
• Answer phones and resolve or refer student and parent questions and issues.
• Communicate with other departments, students, and parents either in-person or through email and telephone.
• Assist students, parents, vendors and maintenance personnel who come into the office.
• Communicate and coordinate activities and information with area Residence Life, Commons Desk and Food Services staff.
• Hire, train, and supervise student and temporary office workers.

It is essential that the candidate have excellent written and verbal communication skills, the ability to use good judgment when dealing with sensitive and confidential information, be able to manage multiple tasks and deadlines, and demonstrate a genuine appreciation working with diverse audiences in a team environment. The successful candidate must have excellent skills utilizing Microsoft Office (O365) programs such as Word, Excel and PowerPoint.

This position is an on-campus, non-telecommuting/remote position.

Auxiliary & Business Services is an umbrella organization for thirteen non-academic support units including Housing & Food Services (HFS), Culinary Support Services, HFS Purchasing, Bryce Jordan Center, General Stores, Hospitality Services, Lion Surplus, + office, Multimedia Print Center, Transportation Services, Accounting and Business Operations, Information Technology, and Marketing. A&BS is one of the largest units of Penn State Finance & Business.

From the dining commons to the airport, fleet, and a 16,000-seat arena that hosts sports, music, and entertainment events, A&BS provides essential services to students, faculty, staff, and the public. Finance and Business is a value-driven organization that supports thousands of university faculty, staff, and students, while also providing services to the broader community and society. Auxiliary and Business Services is part of the Finance and Business team and has a vision of being a progressive, creative, innovative, and caring organization that provides the highest quality services, leadership, and expertise valued by our customers, our staff, and the communities we serve.

Our values model those of Penn State and we are especially committed to our goal of effectively managing and developing human resources within Auxiliary and Business Services while providing optimum personal…