Office Manager, Academic Affairs

University of New England Career•Portland, OR

19h•Onsite

About The Position

Serves as an administrative liaison between the Office of the COM Associate Dean of Academic Affairs and students, UNE’s faculty and adjunct faculty, staff, senior management, as well as parents, alumni, vendors, and/or other key department constituency staff. Manages the budgetary activity for the department and keeps the associate dean apprised: initiates and processes financial documents related to operating budgets, capital budgets, special accounts, and the like; monitors financial activity; organizes and maintains financial records; prepares related reports. Coordinates, initiates, prepares, processes, and/or monitors 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. Coordinates the scheduling, travel arrangement support, reimbursement and payment for visiting faculty recruited to help with the delivery of the curriculum. Supervises the electronic posting and the manual distribution (as appropriate) of the finalized academic schedule of classes. Supervises the printing and distribution of letters, schedules, syllabi, exams, and grade reports. Ensures the timely availability of classrooms, other special facilities, and equipment (including AV equipment) for the delivery of the curriculum, as necessary. Provides administrative support for the Associate Dean, including (but not limited to) managing work schedule, appointments, travel arrangements, phone calls, and written correspondence. Manages various special projects, such as doing background research, updating various policy manuals and handbooks and archive searches. Develops, organizes and maintains various departmental files and records, frequently involving cross filing/cross-reference systems. Work as part of the team to manage department related events generally outside of business hours. Performs other related duties as assigned.

Requirements

Bachelor’s degree in business or other appropriate discipline, plus three to four years of relevant administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
Proven supervisory skills
Broad base of general administrative and office management knowledge and skills
Excellent administrative and organizational skills
Experience in overseeing, organizing and maintaining moderately complex filing and records systems.
Previous experience with computerized information systems
Excellent communication, writing and math skills.
Ability to deal effectively with a wide variety of individuals inside and outside of the University
Ability to function independently as well as work as part of team.

Nice To Haves

Some bookkeeping/accounting training or experience may be desirable

Responsibilities

Serves as an administrative liaison between Office of the COM Associate Dean of Academic Affairs and students, UNE’s faculty and adjunct faculty, staff, senior management as well as parents, alumni, vendors, and/or other key department constituency staff.
Manages the budgetary activity for the department and keeps the associate dean apprised: initiates and processes financial documents related to operating budgets, capital budgets, special accounts, and the like; monitors financial activity; organizes and maintains financial records; prepares related reports.
Coordinates, initiates, prepares, processes, and/or monitors 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.
Coordinates the scheduling, travel arrangement support, reimbursement and payment for visiting faculty recruited to help with the delivery of the curriculum.
Supervises the electronic posting and the manual distribution (as appropriate) of the finalized academic schedule of classes.
Supervises the printing and distribution of letters, schedules, syllabi, exams, and grade reports.
Ensures the timely availability of classrooms, other special facilities, and equipment (including AV equipment) for the delivery of the curriculum, as necessary.
Provides administrative support for the Associate Dean, including (but not limited to) managing work schedule, appointments, travel arrangements, phone calls, and written correspondence.
Manages various special projects, such as doing background research, updating various policy manuals and handbooks and archive searches.
Develops, organizes and maintains various departmental files and records, frequently involving cross filing/cross-reference systems.
Work as part of the team to manage department related events generally outside of business hours.
Performs other related duties as assigned.