Student Engagement Office Manager, HCB Professional Development and Career Management - UTK

University of Tennessee-posted 5 days ago
Full-time • Entry Level
Onsite • Knoxville, TN
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Reporting to the Director of Student Engagement, the center's Office Manager ensures successful coordination of center day-to-day operations, in adherence to university policies and procedures. This person must be good at building relationships, as well as prioritizing and managing a multitude of ongoing priorities for a large center with various operating needs. This person needs to be comfortable working within numerous university systems, such as Outlook, DASH, ARGOS, and Microsoft Excel. The position will coordinate across college and university constituents, to include (but not be limited to) faculty, staff, students, employers, corporate partners, advisory boards, and general public visitors. The position will also supervise student workers as designated by unit

  • Office Management Serve as primary contact for the unit and for general center inquiries.
  • Provide customer service and information requested by patrons, staff, faculty, departments, prospective students and parents in lobby, via front desk, telephone, postal service and email.
  • Greet unit guests as first point of contact in a welcoming and professional manner.
  • Ensure that guest traffic into the unit and offices are managed consistently through front desk presence by Office Manager and/or students.
  • Check students in for each appointment and notify staff of appointment arrival.
  • Sort and distribute mail received internally via campus mail or postal mail for the unit.
  • Manage any requests received via phone, email or in person by directing to appropriate office or department if necessary.
  • Assist with hiring processes and search coordination for unit through scheduling of candidate visits, coordination of relevant calendars, reserving meeting rooms, etc.
  • Maintain and oversee building access for unit.
  • Coordinate department HR functions for student hiring and biweekly time reporting.
  • Supervise designated student workers as determined by unit directors.
  • Manage department inventory for the overall Center and respective units.
  • Order specialty items as coordinated by the unit staff.
  • Primary contact for technology purchases coordinated through TIS, including the computer update program (CUP).
  • Event Support and Coordination Coordinate with unit directors for planning and execution of events, including but not limited to space reservations, necessary p-card and/or supply purchases, and student staffing needs.
  • Assist with pre-event coordination and provide on-site supervision by request of unit director to ensure seamless operations.
  • Arrange meals for events involving catering needs for guests, visitors, faculty, staff, and/or students in compliance with fiscal policies.
  • Provide effective and timely communication with guests and stakeholders involved in events.
  • Executive Administrative Duties Meeting Oversight Manage, schedule, and prioritize calendars of unit directors as needed, and unit space resources.
  • Schedule meetings and special events for various groups and stakeholders associated with the SES unit to include any committees on which unit directors sit.
  • Assist with the design and/or compilation of data for rankings, professional conferences, and other in-house purposes as needed.
  • Access and pull student transcripts and other records as needed for application review as part of study abroad selection and/or scholarship selection processes.
  • Coordinate and compile information for annual report and for annual rankings assessment.
  • Manage procurement card reconciliation monthly to include general ledger coding within ERP system and submission through appropriate channels
  • Education: High school diploma required
  • Experience: At least 1 year of experience in an administrative role or equivalent
  • Knowledge, Skills, Abilities: Proficiency in Microsoft Office software; intermediate level knowledge of Microsoft Excel.
  • Excellent writing, editing, and communication skills
  • Ability to plan, organize, and manage time
  • Ability to work with diverse individuals and groups
  • Leadership skills, accuracy, close attention to detail, and ability to work independently and with a team
  • Ability to maintain confidentiality of faculty and student records and other departmental records
  • Strong competency of university fiscal policies
  • Ability to multi-task and prioritize
  • Ability to manage change and be flexible in an ever-changing and fast paced academic environment
  • Excellent organizational and time management skills with attention to detail (with minimum supervision)
  • Ability to document work processes and to communicate work progress/updates in writing
  • Ability to be a self-starter, willing to take initiative
  • Ability to maintain confidentiality in job role
  • Problem solving and critical thinking skill
  • Education: Bachelor’s degree preferred
  • Experience: At least 3 years of experience as an Administrative Specialist 1 or higher; equivalent positions are acceptable
  • Experience working in a university setting is preferred
  • Knowledge, Skills, Abilities: CAP (Certified Administrative Professional) certification preferred
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