Office Manager

3 weeks ago

Lexington, United States InsideHigherEd Full time
Job Description: The Office Manager is responsible for administrative support, building, event management, and special projects to support the Office of Human Resources.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

  • Greets visitors and manages appointment flow for the Executive Director. Schedules all appointments in Microsoft Outlook using high-level functions of the program to meet the volume of appointments.Schedules rooms for committee and group meetings.Arrange travel plans for ED, develops itineraries, book transportation, and arranges lodging—provides travel support to HR team for group travel.
  • Answers phones, opens and distributes mail, and maintains HR email inbox and website.Performs research to assist the Executive Director in answering questions or concerns by compiling data, completing special studies, responding to surveys, and other assignments related to Human Resources. Provides verbal and/or written responses to inquiries from employees regarding a variety of questions.
  • Coordinates Human Resources programs and events.Responsible for event management, day-of staffing, and logistics (work orders, catering, event manager, room setup, marketing, contracts/paying bills).
  • Assists with budget preparation, monitors budgets throughout the year, and makes recommendations as appropriate.Manages Executive Director's receipts for processing in Workday.Processes Human Resources expenses in Workday.Assists Employee Resource Group (ERGs) leaders with bill paying upon request.
  • Acts as the Human Resources department liaison with University Facilities.Coordinates building maintenance, improvements, and repairs.
  • Supports employee recognition efforts.Purchases and packages all gifts (wellness program gift certificates, orientation gifts, presenter acknowledgments, and HR program attendee recognitions).When employees lose loved ones, sends sympathy cards and handles memorial contributions and ordering of plants.
  • Coordinates and promotes opportunities for employees to meet with SageView, TIAA, and Fidelity representatives.
  • Assists with the LiveWell W&L program by researching and promoting webinars, managing salad bar stickers, and staffing events upon request.
  • Monitors inventory of supplies and equipment and replenishes HR stock as necessary.
  • Other related duties as assigned.

Work Schedule: 8:30 - 4:30 p.m.

Minimum Qualifications:

  • A minimum of three to five years of administrative support or event coordination experience or a combination of experience and education for which similar skills would be required.
  • Demonstrated experience with event planning and/or complex travel planning in an academic, non-profit, or corporate setting is preferred.
  • Ability to think creatively, and work independently, efficiently, accurately, with great attention to detail. Must have the ability to exercise good judgment in a variety of situations.
  • Excellent interpersonal skills.
  • Ability to communicate effectively, both orally and in writing. Excellent proofreading, spelling/grammar, and general writing skills.
  • Proficiency with Microsoft Word, Excel, Access, PowerPoint, Publisher, and Outlook is required and experience with Box is preferred, as well as the ability to learn new applications and software.
  • Experience with CaterTrax, 25Live, or Workday preferred.
  • Must be able to handle sensitive information, maintaining a high degree of confidentiality.
  • A consistent record of attendance and punctuality is essential.

Application Instructions: Review of applications will begin immediately and continue until the position is filled. Please upload a resume and cover letter in your application. You will be asked to provide names and contact information for three professional references.

Position Type: Non-Exempt, Full Time, Benefit EligibleMinimum Pay:$24.68 - Pay Commensurate with Experience

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