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Company name : Saint Martin’s University
Location : Lacey, WA 98503
Position : Office Manager
Description :
The Office Manager provides support and assistance to the Office of Admissions (Undergraduate) including the Dean of Enrollment, Associate Director of Admissions, Records Manager, Assistant Director of Enrollment Systems, and Admissions Counselors in all daily activities, tasks, projects, and major events.ESSENTIAL FUNCTIONS & RESPONSIBILITIESEssential Functions & Responsibilities – _Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position._
Budget Monitoring
Collaborate with the Dean of Enrollment, Director of Admissions, and Admissions Counselors in forecasting and maintaining all departmental and team budgets.
Track all departmental and team expenditures/income, including processing of payment requests, deposits and credit card reconciliations.
Work with Dean of Enrollment to maintain institutional control of operating budgets for counselors. Includes monthly updates and budget meetings when necessary. The position has a proactive role in budget projections and estimated costs.
Collect purchase orders and route them for approval; responsible for most office online purchasing or last minute supply/equipment purchases.
Reconcile budget spreadsheets from the Office of Finance monthly and review all expenses, comparing the admissions internal spreadsheet with each program’s institutional budget spreadsheet. Make budgetary corrections/adjustment in departmental records or instruct finance personnel to make corrections or adjustment when errors are found.
Administrative Duties
Serve as an initial contact with prospective clients, students, staff, and faculty and community members seeking information about the Office of Admissions in various forms of communication, including: in person, phone and email.
Generate the necessary institutional forms for processing. In collaboration with the Office of Human Resources, prepare confidential human resource and payroll requests as needed for the employment of temporary, student and regular staff. Order business cards, keys and/or other needs for staff when necessary.
Oversee graduate assistants coordinating daily visits, overnight visits, and group visits through the use of Slate and Outlook.
Hire, train, and oversee student ambassadors and graduate assistants. Provide work assignments, develop work schedules, review timesheets, submission of confidential HR and payroll forms. Collaborate with the Dean of Enrollment on responding to grievances, coaching and evaluating student ambassadors and graduate assistants’ performance or other issues of concern.
Maintain inventory of office supplies and marketing materials, including ordering supplies and materials as needed.
Executive Assistant Duties
Schedule meeting and make various arrangements necessary for the Dean of Enrollment
Manage all credit card allocations generated by Dean of Enrollment. Works closely with Office of Finance to allocate credit card expense.
Attend institutional meetings as requested by the Dean of Enrollment to provide support. Reserve and set-up rooms and if appropriate, record and distribute meeting minutes. Coordinate all needs for department events where internal and/or external constituents would be participating.
Keep the Dean of Enrollment informed of any potential concerns communicated by students, staff, or parents.
Assist with creation of the Board of Trustee’s report and serve as note-taker for Enrollment Committee Meetings. Provide attendees with previous meeting minutes, agenda, name tags, and other materials the Dean of Enrollment wishes to distribute.
COMPETENCIES
Excellent written and oral communication skills.
Excellent customer service skills.
Knowledge or experience utilizing computer programs in an office environment.
Ability to maintain electronic and manual files.
Demonstrates strong organizational skills for coordination and overall management of the Office of Admissions.
Ability to maintain confidentiality.
Ability to ask for assistance when necessary.
Ability to work collaboratively and cooperatively in a team environment.
Ability to work in a fast paced environment with multiple deadlines.
Ability to present a professional image of the department.
Acceptance of the responsibility to promote the welfare and best interests of students at all times.
The ability to perform assigned duties in a manner consistent with applicable laws, regulations and goals and policies of Saint Martin’s University .
Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.
A demonstrated understanding and value for the contributions that a diverse workforce can make to the success of the organization and the students we serve.
Must be supportive of a Catholic, Benedictine philosophy of education and be able to articulate and support the University’s mission statement .
REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT
Bachelor’s degree preferred or equivalent AND two (2) years of full-time clerical experience OR Equivalent mix of education/experience.
Strong skill in using word processing and spreadsheet software, preferably Excel & MS Word.
Experience and background in admissions desirable.
Successfully pass a background check.
PHYSICAL DEMANDS AND WORKING ENVIRONMENTWork is performed in a standard office environment. Physical demands include:
Moves objects (less than 50 pounds) long distances (more than 20 feet).
Ability to be mobile campus wide for appropriate business needs.
Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
Reading, writing, speaking, hearing, standing, bending, sitting.
Learning and comprehending.
Requires visual concentration on detail.
Manual dexterity and precision required for keyboarding
Must be able to sit for long periods at a time at a computer
Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
All employees are required to wear a mask. Vaccination cards required for fully vaccinated. Unvaccinated must apply for exemption.
Job Type: Full-time
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