OAA Office Manager
OAA Office Manager
Expected Start Date: As soon as a suitable candidate is found.
Date Posted: 08/10/2021
Application Deadline: Open Until Filled.
Pay Rate: $30,000.00
The Office Manager of the Office of Academic Affairs (OAA) provides high level administrative assistance in support of the OAA. The Office Manager handles the day-to-day operations of the office and is counted on to keep the office running efficiently. Responsibilities include managing the flow of students, faculty, staff, and others who enter the office referring them either to the appropriate person within the OAA or to the appropriate office at the College. The Office Manager is a trusted individual who maintains a high level of confidentiality. Further, the Office Manager has knowledge of the College's policies and understands and respects the College's Mission, Vision, Ethical and Spiritual Values, Biblical Foundation Statement, and Christian Philosophy of Education.
ESSENTIAL DUTIES AND RESPONSIBILIES:
- Perform general office duties to include answering the telephone; routing telephone calls/messages to appropriate person/office; preparing correspondence and memos; photocopying, maintaining up-to-date files; keeping files current; and opening, sorting and distributing incoming mail and correspondence. Prioritize communication the Provost/VPAA needs to review.
- Greet and serve all visitors, students, faculty, staff, and administrators.
- Develop, maintain, and communicate to the Provost/VPAA accurate information regarding calendar of appointments, travel, correspondence, and report deadlines.
- Prepare/submit online requisitions for goods and/or services to the Enterprise Resource Planning (ERP) system (i.e., Jenzabar).
- Ensure that all faculty files are satisfactorily maintained and include all requirement documents.
- Prepare/maintain databases as needed (e.g., Instructional Staff Listing [ISL]).
- Prepare adjunct and overload faculty Personnel Action Forms (PAFs) for signatures and submission to Human Resources.
- Prepare reports as needed/requested.
- Prepare correspondence to students regarding Satisfactory Academic Progress (i.e., Warning, Probation, Suspension, and Dismissal letters) at the end of each academic term.
- Set up and coordinate meetings of Provost's Council, Department Chairs, faculty, and special conferences.
- Attend meetings as requested and serve as recorder. These include meetings of the academic Department Chairs, meetings of the Provost's Council, and meetings of the Academic Affairs Committee of the Board of Trustees. Record and distribute minutes of these meetings, as requested.
- 12.Develop and prepare adequate and appropriate documents necessary for Provost's and VPAA's travel to/from professional meetings, workshops, or conferences. This includes arranging travel itineraries, assembling complete files of materials for travel (e.g., airline tickets or e-mail itineraries, meeting files and booklets, hotel reservations, etc.). Other travel-related forms include Request for Authorization of Travel, Pre-Travel form, etc.) Assure preparation and submission of Expense Report form, Post-Travel Forms, receipts, etc. upon completion of travel.
- Keep the Provost/VPAA apprised of matters, persons, events, and occurrences that may positively or objectively affect the OAA, departments within the OAA unit, or the College.
- 14.Select, supervise, and approve time cards for work-study students assigned to the OAA
- Perform other duties as assigned by the Provost/VPAA and/or the Associate VPAA.
The successful candidate will have:
- Associates Degree (Bachelor's preferred) in Secretarial Science or related field.
- A minimum of five (5) years office experience preferred.
- Proficient in computer skills, self-motivated, able to set priorities and multi-task.
- Strong written and oral communication skills as well as strong interpersonal skills.
- Knowledge of principles and practices of organization, planning, records management and general administration.
- Ability to keep all communication confidential and to exercise discretion when releasing any information.
- Ability to work occasionally beyond traditional hours of operation (e.g., evening and weekends).
EVALUATION: Performance of this job will be evaluated in accordance with the Professional Development Plan (PDP) and/or the College's evaluation instrument for non-instructional personnel/staff.
PHYSICAL REQUIREMENTS (The sum of all requirements should equal 100%).
Complete an Application for Employment online. Faculty positions may still require applicants to mail transcripts and other documents. See application for details.
For questions regarding this posting contact:
Office of Human Resources
Paine College is an Affirmative Action, Equal Educational Opportunity Institution.