Office Manager – Services, University Housing

Office Manager – Employee Services, University Housing Job Summary

Under general supervision, provides administrative support to the University Housing Employee Services unit that requires the use of judgment and initiative, and the ability to operate computer systems utilizing various office software packages. Knowledge of the Housing unit, and applicable programs, practices and procedures is central to the performance of duties. All University Housing staff will foster a respectful, inclusive, and collaborative work environment within University Housing.

Supervisors will engage in and implement University Housing's inclusion, culture and climate initiatives.

Human Resources Administrative Support

• Manages the Human Resources e-mail inbox by responding or forwarding e-mail to the appropriate staff member.
• Coordinates the new employee onboarding program including assisting new employees with UI New Hire System and completing I-9 Employment Eligibility forms in Tracker I-9.
• Processes background checks for new student employees and other individuals as needed for University Housing.
• Submits requests for new and replacement Housing s.
• Receives, tracks, processes and forwards documentation related to probationary periods, performance evaluations and exit interviews as appropriate.
• Supervises the maintenance of University Housing personnel files including overseeing the record retention of terminated employee files.
• Assists with planning, organizing, and coordinating events and training programs.

Office Administration

• Provides administrative support and maintains the calendar for the Associate Director, along with the operational calendars associated with staff and stakeholder meetings.
• Serves as the receptionist for Housing Employee Services and directs and coordinates office support functions.
• Supervises the maintenance of comprehensive files and records systems for Employee Services, which includes confidential materials.
• Facilitates the collection, organization, and documentation of unit and office policy and procedures.
• Assists with purchasing operational and office supplies while adhering to university guidelines.
• Maintains records of unit fiscal transactions, including I-Buy, purchasing-card, departmental-card, travel-card expenditures for Employee Services involving a variety of accounts and provides advice regarding the appropriateness of requested expenditures.
• Coordinates logistical arrangements for unit projects and meetings; keyboards and transcribes meeting minutes.
• Assists with projects by conducting research, interpreting and organizing information.
• Composes, edits and proofs correspondence and reports.
• Provides administrative support for searches as needed.

Student Employee Supervision

• Processes student position information and vacancies in the Housing Employment System (HES) to recruit and hire student employees for Housing Employee Services.
• Coordinates student work schedules and assigns duties and projects.
• Trains, supervises and evaluates student employees.
• Approves student employees timesheets.

Performs other duties as assigned.

The work is performed in an office setting. Light lifting may be required.

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience comparable to the third level of this series.

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Skill in communicating effectively as appropriate for the needs of the audience.
• Ability to maintain confidentiality.
• Ability to provide customer service to a broad range of clients.
• Skill with managing and working on multiple tasks in a fast-paced environment with frequent interruptions.
• Ability to work both independently and collaboratively.
• Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start…