Administrative Services Manager

Administrative Services Manager

This position provides programmatic and administrative support for the Office of Accessible Education (OAE). Responsibilities include supporting the OAE's front desk administrative operations, budget management (with Director oversight), administrative support to OAE Staff, planning and coordination of events and meetings, and management of purchases. Additional responsibilities include processing confidential documents, assisting in creating a responsive culture of support, support of website maintenance, tracking of student status, and creation of annual reports, co-managing student staff supervision (with the OAE Directors), overseeing AIM portal administration, and coordinating departmental communications under the direction of the OAE Director.

Essential Job Duties And Responsibilities

• Administrative Support
• Coordinate daily office functions, records management, and administrative needs
• Create and support front desk protocol including but not limited to screening calls, greeting visitors, answering emails, sorting and distributing mail, and responding to general inquiries as appropriate
• Provide consistent in-person front desk coverage and serve as the primary point of contact for office visitors and inquiries
• Support delegated inbox workflows and assist with timely response and follow up
• Assist in hiring and shared supervision of student office assistants
• Support student staff onboarding, fostering positive office culture, cross-training and day-to-day guidance
• Support daily administrative operations to maintain efficient office functioning
• Provide administrative support to OAE Staff including assisting the directors in managing office processes, paperwork and deadlines
• Assist the directors in preparing annual reports and related materials
• Coordinate travel arrangements for OAE staff and guests
• Perform other duties as assigned

• Front Desk And Constituent Support
• Current Students
• Provides support with the OAE application process
• Assist with accommodation onboarding questions related to office templates, scheduling, and general documentation questions
• Assists the Testing Coordinator and Accommodation Specialists with scheduling and rescheduling exams and accommodations-related meetings as needed
• Assists the Testing Coordinator in resolving day-to-day testing space and office issues, including printing, equipment, furniture, and computer-related troubleshooting
• Parents
• Provides general information to parents while maintaining strict confidentiality of student records and information.
• Faculty
• Respond to faculty questions and refer faculty to the appropriate OAE staff member or resource regarding OAE processes, procedures, and accommodations.
• Staff
• Provide general information to staff while maintaining confidentiality of OAE student information

• Business Operations & Budget Management
• Assist with management of the OAE departmental budget under Director oversight
• Track departmental budget expenses and maintain accurate financial records
• Reconciles departmental budget and related financial records on a monthly basis
• Orders supplies and makes purchases as necessary
• Submits expenses, reimbursements, invoice payments, student stipends
• Reconciles P-Card, T-Card, invoices, stipends, requisitions, purchase orders, and other related business transaction activities
• Divisional Budget Team (DBT) projection spreadsheets and related budget training materials
• Participate in DBT-related meetings and support implementation of divisional budget processes.
• Maintain OAE financial tracking spreadsheets and assist staff with budget tracking procedures as needed

• Web Content And Digital Communication Management
• Assist in maintaining and updated OAE website content in coordination with the Deputy ADA Coordinator for Digital Accessibility
• Assist in drafting and distributing departmental communications with Director oversight and approval, including OAE updates, newsletters, faculty communications, and student listserv communications.
• Support communication efforts that promote OAE processes, procedures, services, and resources to campus stakeholders.

• AIM Portal Administration
• Update templates and run system queries and reports as needed
• Serve as point of contact for AIM representatives with Director oversight
• Troubleshoot backend system issues and coordinate system upgrades with Director oversight and guidance
• Assist the Director with the configuring the portal structure and manage data transfer coordination with campus partners
• Train professional and…