Office Manager - Department of Student Engagement

University of New England | Biddeford, ME

Posted Date 7/11/2019
Description

To oversee general office operations, accounting and budgetary oversight of multiple budgets, and perform a wide variety of clerical and administrative tasks for the department and its programs.

Responsibilities

  • Oversee and carry out various day-to-day departmental administrative functions.
  • Manage and monitor all budgets and budget processes of Student Engagement, including Campus Center, Programming, Recreation, Fitness, Pool, and Student Organizations.
  • Know and uphold all policies related to budget office procedures including: cash advances, contracts, purchase orders, and standardize processes across the department to ensure correct policies and procedures are followed by professional staff and student organizations.
  • Perform various bookkeeping functions: initiate and process financial documents related to operating budgets, capital budgets, special accounts, and the like; monitor financial activity; organize and maintain financial records; prepare related reports.
  • Assist in the forecasting of program and departmental expenses.
  • Prepare and maintain records for daily deposits.
  • Supervise Administrative Assistant, and student employees; ensure staff are adequately trained in their positions, have the resources needed to complete their tasks and have specific goals assigned in order to direct work assignments. Plan and issue daily work assignments; monitor work in progress and check completed work; assist staff with unusual or difficult tasks. Plan staffing needs and work schedules.
  • Prepare and process appropriate paperwork related to temporary staff employment.
  • Coordinate, initiate, prepare, process, and monitor various financial/administrative/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/University personnel and/or outside individuals/organizations.
  • Develop, organize and maintain various departmental files and records, frequently involving cross filing/cross-reference systems.
  • Perform a variety of tasks related to the development and maintenance of digital departmental records and data management/reporting systems and using software systems to generate a variety of regular and special reports.
  • Develop and maintain various logs and record-keeping systems related to assigned functions.
  • Compile a variety of information for regular and special reports and in response to specific requests by supervisor or others.
  • Serve as administrative liaison with students, faculty, staff, parents, alumni, vendors, and/or other key constituents: explain policies/procedures; answer various questions; coordinate services; handle special requests or problems, referring to supervisor and advising on appropriate actions as necessary.
  • Perform other specialized or technical administrative tasks related to the department’s primary function.
  • Support various departmental activities/events as necessary. Attends to relevant details.
  • Confer regularly with immediate supervisor, other department and University personnel, and/or various outside individuals/organizations to coordinate activities and events.
  • Perform other duties as required.
  • Completes new employee orientation and sexual harassment training within 30 days of the date of hire.
  • Understands and complies with the University of New England Safety Manual.

Qualifications

  • Associate’s degree in business or other appropriate discipline, plus three to four years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
  • Broad base of general clerical/secretarial and office management knowledge and skills.
  • Excellent administrative and organizational skills. Experience in organizing and maintaining moderately complex filing and records systems. Previous experience with digital information systems.
  • Good reading, writing and math skills. Bookkeeping/accounting training or experience desired.
  • Attention to detail, accomplished multi-tasker, conscientious with excellent interpersonal skills.
  • Good basic supervisory skills; some previous supervisory experience desirable.
  • Ability to deal effectively with a wide variety of individuals inside and outside of the University.
  • Ability to function independently, with supervision, work as part of team environment as necessary.
  • Must be able to be flexible, and able to work in a fast paced environment.
  • This is a 40 hour/week position. Work hours will be determined by supervisor.

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