Office Manager - Graduate Studies (part-time/28 hrs per week)

Brigham Young University-posted 1 day ago
$21 - $27/Yr
Part-time • Entry Level
Onsite • Provo, UT
1,001-5,000 employees
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As the flagship higher education institution of The Church of Jesus Christ of Latter-day Saints, Brigham Young University (BYU) strives to be among the exceptional universities in the world. At BYU, we are devoted to our faith and to our students. We take an active role in the University's Mission: "To assist individuals in their quest for perfection and eternal life.” Our unique mission, deeply rooted in the Gospel of Jesus Christ, provides countless ways to serve and make an impact. This, along with our remarkable culture of belonging, weekly devotionals, and endless opportunities for learning and growth—all situated within a beautiful and historic campus—make it hard to imagine a more inspiring place to work. Brigham Young University strongly prefers to hire faithful members of The Church of Jesus Christ of Latter-day Saints. Office Manager - part-time (28 hrs per week) This is a great office-based, part-time position with a flexible schedule that reports directly to an assistant dean in BYU Graduate Studies. You will work closely with the staff and student employees in Graduate Studies, while also regularly coordinating with departments and staff all across campus. We work together as a team to provide excellent support and elevated service to both the graduate students and graduate programs here at BYU.

  • Oversee the day-to-day functions of the BYU Graduate Studies office, including the reception desk, purchasing supplies, and coordinating building maintenance and cleaning.
  • Direct office procedures and related projects, manage internal office communications such as staff calendars and listservs, and handle Graduate Studies purchase cards.
  • Coordinate a wide range of ongoing and yearly office projects, conduct annual building and key audits, and process facility service requests and work orders for our office.
  • Coordinate the scheduling, planning, food ordering, and execution of all workshops and events, while also supporting listserv communications, publication schedules, and website updates.
  • Support office purchasing, process vendor payments, ensure compliance with university forms, and coordinate the filing and review of purchase receipts and other procedural documents.
  • Supervise annual audits of departmental websites and communications for accuracy, maintain key procedure manuals, and represent the department as needed on university committees.
  • Supervise the student assistant office manager(s) and front desk student employees, including on Workday procedures and safety protocols, and plan activities to promote a positive team environment.
  • Manage the hiring and onboarding processes for student office specialists, including recruiting, interviewing, hiring, coordinating system access, facilitating training, and conducting performance evaluations.
  • Plan and distribute student work schedules, approve timecard entries and time-off requests in Workday, and maintain compliance documentation such as the Graduate Studies student employee handbook.
  • Serve as the primary contact for university applicants, enrolled graduate students, and campus employees via phone and email, resolving issues and ensuring that accurate information is provided about the application process.
  • Manage the scheduling of front desk student employees, continually train staff on office systems (AIM, imaging, etc.) and professional etiquette, and maintain training manuals while monitoring the accuracy of regular reports.
  • Manage, grant, verify, and remove access for all university graduate department personnel across various systems and listservs, keeping necessary info private, ensuring data security, and maintaining accurate access records.
  • Act as a central point of contact for staff errands, supply vendors, and general inquiries, while assisting with the planning and execution of meetings, workshops, and office events, including note-taking and material preparation.
  • Oversee office supplies and inventory management, coordinate the creation and distribution of staff schedules and calendars, and assist our Graduate Student Society (GSS) with communication and graduate student events.
  • Assist with the training, orientation, and paperwork for new student employees in BYU Graduate Studies, manage personnel change forms and system access lists, and ensure proper safety training for office equipment usage.
  • Manage the end-to-end execution of events, including scheduling facilities, ordering food and equipment, preparing room setups, creating staff schedules, and handling post-event communication and distribution of materials.
  • Oversee office presentation through holiday decorations and event shopping, while also managing ancillary logistics such as ordering linens, distributing official correspondence, and maintaining cleaning supplies for the office.
  • 2 or more years of experience as an office manager or in a similar position.
  • 1 or more years of experience with event planning, hosting, and management.
  • Time management.
  • Problem solving.
  • Interpersonal skills.
  • Teamwork focus.
  • Taking initiative.
  • Following through.
  • Continuous learner.
  • Two-way communication.
  • Strong commitment to student success.
  • Belief in the value of higher education.
  • Must be able to work outdoors in heat or cold during certain events.
  • Must be able to lift and carry items (approx. 25-30 pounds) for short distances.
  • Must be able to drive university vehicles (large vans and golf carts).
  • Occasional work outside of normal work hours is required during some events.
  • General computer skills including email, websites, and Microsoft Office.
  • Associate's or bachelor's degree.
  • 401k. BYU automatically contributes 8% at no cost to you. Additionally, if you contribute 5%, BYU adds an additional 4% (Rehires may qualify for different retirement plans)
  • Employee assistance program, available to the employee and all members of their household
  • May be eligible for tuition benefits after two years
  • Access to athletic facilities
  • Access to the library
  • Free on-campus parking
  • Free UTA passes for employees, spouses, and qualified dependents
  • Discounts at the BYU Store and for many events at BYU
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