Office Manager-Wheatley Institute

Brigham Young University • Provo, UT

3d • $23 - $29

About The Position

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) Wheatley Institute is seeking an experienced office manager who has excellent organizational skills and will provide strong, reliable office, financial, and administrative support. What you will be doing in this position: Office Management Sustain workflow by maintaining and refining standard operating procedures Oversee and achieve organizational goals while upholding best practices Coordinate internal and external resources and cultivate relationships with on and off campus personnel Ensure peak operations for the organization and implement preventive measures for potential issues Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, completing financial processes, managing record-keeping, and overseeing supplies and equipment Oversee day-to-day office activities and serve as main point of contact in reception area Respond to requests and questions about office operations Understand and comply with relevant University policies and procedures, including those regarding risk management, financial transactions, time and space scheduling, speaker approval, Financial Processing and Management Ensure timely and correct financial procedures Make department related payments while maintaining financial records and receipts Set up and maintain proper purchasing, reporting, budgeting, and payment processes Demonstrate flexibility as a utility worker by taking on other duties as assigned Administrative Assistance Provide direct administrative support as needed for directorate and full-time employees by scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists Build and/or maintain a comprehensive list or database of important contacts including former and current guests, and stakeholders Demonstrate flexibility as a utility worker by taking on other duties as assigned Supervisor/Training Manage, schedule, and train office student and support staff Ensure optimal use of office equipment, supplies, and inventories Travel Work with office staff and BYU Travel Department to schedule travel for Directorate and full-time employees Work with event planner, office staff, and BYU Travel Department to schedule and book the travel of guests and speakers of the department Work with event planner to coordinate schedules and itineraries with guests, speakers, presenters, and others

Requirements

• Bachelor’s degree and 2+ years of office supervisory experience or equivalent education and experience
• Complete alignment with the mission of both BYU and Wheatley Institute
• Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability
• Proficiency with office applications and aptitude for learning new software and systems
• Ability to maintain confidentiality

Nice To Haves

• Master’s degree or equivalent experience of 3-5 years of office supervisory experience
• Advanced computer skills and experience with financial programs
• Experience with maintaining customer database

Responsibilities

• Sustain workflow by maintaining and refining standard operating procedures
• Oversee and achieve organizational goals while upholding best practices
• Coordinate internal and external resources and cultivate relationships with on and off campus personnel
• Ensure peak operations for the organization and implement preventive measures for potential issues
• Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, completing financial processes, managing record-keeping, and overseeing supplies and equipment
• Oversee day-to-day office activities and serve as main point of contact in reception area
• Respond to requests and questions about office operations
• Understand and comply with relevant University policies and procedures, including those regarding risk management, financial transactions, time and space scheduling, speaker approval
• Ensure timely and correct financial procedures
• Make department related payments while maintaining financial records and receipts
• Set up and maintain proper purchasing, reporting, budgeting, and payment processes
• Demonstrate flexibility as a utility worker by taking on other duties as assigned
• Provide direct administrative support as needed for directorate and full-time employees by scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists
• Build and/or maintain a comprehensive list or database of important contacts including former and current guests, and stakeholders
• Manage, schedule, and train office student and support staff
• Ensure optimal use of office equipment, supplies, and inventories
• Work with office staff and BYU Travel Department to schedule travel for Directorate and full-time employees
• Work with event planner, office staff, and BYU Travel Department to schedule and book the travel of guests and speakers of the department
• Work with event planner to coordinate schedules and itineraries with guests, speakers, presenters, and others

Benefits

• 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 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

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level