Office Support Supervisor 1

The Evergreen State College Portal•Olympia, WA

3d•Onsite

About The Position

This role provides essential administrative and clerical support within Student Activities and New Student Programs. The position is responsible for creating a welcoming environment, coordinating a high-traffic office, and offering direct administrative support to the Director. Key duties include assisting with program assessment, leading administrative coordination for orientation programs, developing communications using various digital tools, and processing various forms and financial transactions. A significant aspect of the role involves supervising student employees, managing logistics for student organizations, and maintaining digital processes and records. The position also handles space scheduling and stewardship for registered student organizations and departmental programs, as well as managing various records and data for assessment, budget, and reporting purposes.

Requirements

Proficiency in SharePoint, Microsoft Word, Teams, Excel, and Outlook.
Experience with social media for communication/outreach.
Ability to initiate and process various forms and correspondence.
Experience with purchase orders, purchasing cards, and reconciliation.
Experience supervising student employees, including recruitment, hiring, training, and evaluation.
Experience managing digital processes, records, and forms.
Ability to provide information about programs, policies, and procedures.
Experience making travel and accommodation arrangements.
Ability to compose and distribute correspondence.
Problem-solving skills and ability to make appropriate referrals.
Experience maintaining webpages and online directories.
Ability to record meeting notes and action items.
Experience managing meeting and event requests.
Ability to approve space requests through a scheduling system.
Experience managing office space inventory, access lists, and keys.
Ability to assist in resolving equipment, technology, and software challenges.
Experience managing bulletin boards.
Experience coordinating clean-up events.
Experience maintaining and monitoring records on Procurement Cards, events, space requests, and inventory.
Experience preparing financial reconciliations.
Ability to collect, maintain, and organize data for assessment, budget, and reports.
Ability to collect, maintain, and organize data relating to student organizations, leadership, and vendors.

Nice To Haves

Experience with survey development, building, communication, and deployment.
Experience with campus production reports, electronic personnel action forms, service agreements, honoraria, travel authorities, help tickets, and work orders.
Experience coordinating logistics for training and orientation of student coordinators and members.
Experience troubleshooting digital processes and providing training.
Experience as a designee for a Director in meetings and projects.
Experience coordinating with Facilities and Police Services.
Experience controlling visual pollution in a building.

Responsibilities

Provide a welcoming environment for students and staff.
Coordinate a high-traffic office with frequent in-person interactions.
Provide direct administrative support for the Director, including scheduling and copy editing.
Assist the Director with developing and implementing program assessment strategy.
Lead administrative coordination for orientation and pre-orientation programs.
Participate in preparation and maintenance of policies and procedures.
Develop new documents and communications using SharePoint, Microsoft Word, Teams, Excel, Outlook, and social media.
Initiate and process a variety of forms and correspondence.
Enter purchase orders, monitor purchasing card transactions, collect receipts, and reconcile purchases.
Supervise student employees in Desk Assistant positions, including recruitment, hiring, training, support, evaluation, and addressing performance issues.
Coordinate with department leadership to manage and maintain the learning allotment distribution procedure for student leaders.
Coordinate with student organization advisors and the Director to manage the logistics for the training and orientation of registered student organization student coordinators and members.
Manage and maintain digital processes, records, and forms, including development, troubleshooting, and training; enter data into relevant databases.
Provide information about office programs, college policies, and office procedures.
Make travel arrangements, hotel, and transportation reservations for administrative staff and student leaders.
Compose and distribute correspondence.
Resolve problems as a representative of Student Activities and make appropriate referrals.
Maintain program webpages, including intranet, and online student organization directory.
Participate in all required meetings and committees, including recording meeting notes and action items.
Serve as designee for the Director in committee meetings, leadership meetings, and on-going projects.
Manage the meeting and event requests for registered student organizations, Student Activities, New Student Programs, and other related programs.
Approve college requests for Student Activities and New Student Program spaces through scheduling system.
Manage office space inventory, access lists, and keys.
Assist in resolving equipment, technology, and software challenges.
Manage bulletin boards and assist in controlling visual pollution in the College Activities Building.
Coordinate annual end-of-year student group workstations and basement storage clean-up events.
Maintain and monitor records on Procurement Cards (P-Cards), events, space requests, and equipment and supply inventory.
Prepare monthly P-Card reconciliation for the Director’s review and approval.
Collect, maintain, and organize data relating to assessment, budget, and annual reports.
Collect, maintain, and organize data relating to registered student organizations, student leadership, vendors.