Office Manager

Adams State University•Alamosa, CO

1d•Onsite

About The Position

This position reports to the Upward Bound Program Director in the facilitation of all participant eligibility, participation, and tracking. This position is an Administrative Office Manager and is charged with supporting the department, Coordinators, Advisors, and Student staff with department operations. Specific Job Duties (Essential Functions and Responsibilities) Administrative and Office Operations Ensure accurate and timely completion and processing of documents and information Maintain organization of the Upward Bound Suite Operate and maintain office equipment such as copiers, fax machines, personal computers, and printers Process incoming and outgoing mail according to office policy File paperwork, make copies, and assist with management of electronic filing systems Maintain an organized file system in accordance with federal compliance and ASU regulations Create program correspondence for students, parents, and administrators and distribute upon Director approval Purchase all office supplies and maintain all office equipment Create Travel Request and expense forms for support staff Attend training, as needed Perform other duties as necessary to support the needs of the department. Must be available to work daily during the Summer Residential Program in June and July Reception and Communication Greet and assist incoming participants, agency personnel, and co-workers Answer busy telephones professionally and courteously; route calls appropriately Communicate information, questions, or problems to the appropriate office contact Respond to written and verbal requests and research information or issues in a timely manner Take minutes at weekly staff and planning meetings Personnel and HR Support Work with new hires and staff to complete required paperwork Create Personnel Contact Requests and assists with hiring paperwork for all Upward Bound employees Hire, train, and supervise all UB Drivers and Student Office Assistants Approve student staff timesheets and assist with Workday and time entry, as needed Program and Event Coordination Coordinate and complete all paperwork (PCRs, POs, Official Functions, Travel, etc.) for UB/UBMS events, including contract food services, housing, and activities Support the Upward Bound Director with administrative paperwork and identify appropriate purchasing sources Complete paperwork for department events (group activities, symposiums, orientations, conferences, meals, etc.) Coordinate event logistics for guest speakers, including Independent Contractor Forms, SEARCH candidates, travel, and hotel accommodations Work with the Upward Bound Director to determine student stipend allocation and disbursement (Fall, Spring, Summer) Work with the Summer Activity Assistant to purchase supplies for student activities Work with Summer Instructional staff to purchase academic supplies Data and Record Management Perform data entry and database management for the Annual Performance Report Maintain accurate records in compliance with federal and university regulations.

Requirements

Associates Degree (Business, Communications, or related field)
2 years of General clerical/Office Support, customer service or other relevant experience
Ability to multitask and prioritize tasks in a fast-paced environment
Strong interpersonal and communication skills with students, parents, and staff
Proficient in office technology and systems (phones, databases, electronic filing, etc.)
Attention to detail and organizational skills
Excellent communication skills
Record keeping skills (physical filing & electronic filing systems)
Technologically proficient; Microsoft Office, Google Suite, and quick to learn application & platform technology
Strong organizational and management skills
Flexibility to take on new tasks and responding quickly and courteously
Problem-solving skills, and ability to use sound judgment
Ability to treat others with respect, civility, and courtesy and to work ethically, effectively, and collegially with fellow employees, program students/families, student staff, and the community. This includes the ability to use appropriate conflict management skills to effectively manage any disagreement that might arise or to bring the disagreement to management for assistance in productive resolution when the situation requires.
Demonstrated ability to work collegially and collaboratively with diverse internal and external constituencies.

Nice To Haves

Bachelor's Degree (BA in Business, Communications, or related field)

Responsibilities

Ensure accurate and timely completion and processing of documents and information
Maintain organization of the Upward Bound Suite
Operate and maintain office equipment such as copiers, fax machines, personal computers, and printers
Process incoming and outgoing mail according to office policy
File paperwork, make copies, and assist with management of electronic filing systems
Maintain an organized file system in accordance with federal compliance and ASU regulations
Create program correspondence for students, parents, and administrators and distribute upon Director approval
Purchase all office supplies and maintain all office equipment
Create Travel Request and expense forms for support staff
Attend training, as needed
Perform other duties as necessary to support the needs of the department.
Must be available to work daily during the Summer Residential Program in June and July
Greet and assist incoming participants, agency personnel, and co-workers
Answer busy telephones professionally and courteously; route calls appropriately
Communicate information, questions, or problems to the appropriate office contact
Respond to written and verbal requests and research information or issues in a timely manner
Take minutes at weekly staff and planning meetings
Work with new hires and staff to complete required paperwork
Create Personnel Contact Requests and assists with hiring paperwork for all Upward Bound employees
Hire, train, and supervise all UB Drivers and Student Office Assistants
Approve student staff timesheets and assist with Workday and time entry, as needed
Coordinate and complete all paperwork (PCRs, POs, Official Functions, Travel, etc.) for UB/UBMS events, including contract food services, housing, and activities
Support the Upward Bound Director with administrative paperwork and identify appropriate purchasing sources
Complete paperwork for department events (group activities, symposiums, orientations, conferences, meals, etc.)
Coordinate event logistics for guest speakers, including Independent Contractor Forms, SEARCH candidates, travel, and hotel accommodations
Work with the Upward Bound Director to determine student stipend allocation and disbursement (Fall, Spring, Summer)
Work with the Summer Activity Assistant to purchase supplies for student activities
Work with Summer Instructional staff to purchase academic supplies
Perform data entry and database management for the Annual Performance Report
Maintain accurate records in compliance with federal and university regulations