Office Manager

2 weeks ago

Minneapolis, United States Summit Academy O I C Full time $20 - $25
Job DescriptionJob Description

Summary/Purpose

The Office Manager is a dynamic and results-driven leader who is pivotal in ensuring the seamless operation of the NSIC building. This role demands a proactive approach to overseeing all administrative functions, strategically managing office resources, and delivering exceptional support to high-level staff, students, and visitors. The Office Manager will spearhead efforts to create an organized, efficient, and productive workspace, all while actively coordinating with key stakeholders to drive the organization’s mission forward and elevate its overall effectiveness.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Operational Leadership

  • Drive Office Efficiency: Lead the daily management of office operations, including streamlining communication channels, managing correspondence, and ensuring all administrative tasks are completed promptly and accurately.
  • Visitor and Student Engagement: Create a welcoming environment by overseeing front desk operations, ensuring visitors and students are greeted warmly, and managing the flow of people in and out of the building.
  • Resource and Inventory Management: Direct the procurement, distribution, and tracking of office supplies, ensuring optimal stock levels and timely replenishment for both NSIC and the main campus.

Facility and Security Management

  • Building Access Control: Oversee the distribution and management of office keys and FOB cards, ensuring secure access to facilities and maintaining a record of all issued credentials.
  • Facility Maintenance Oversight: Coordinate with building management and vendors to ensure the office environment is clean, organized, and conducive to productivity. Arrange for necessary repairs, maintenance, and improvements as required.
  • Event Coordination: Lead the planning and execution of internal events, working closely with Program Managers to organize catering, supplies, and other logistical needs.
  • Office Oversight: Coordinate staff offices and movement between offices during onboarding, offboarding, and campus-to-campus department changes.

Financial Stewardship

  • Budget and Expense Management: Take charge of the office budget, monitoring expenditures, managing vendor contracts, and ensuring cost-effective use of resources. Process purchase orders and invoices with accuracy and efficiency.
  • Fiduciary Oversight: Maintain fiduciary responsibility over financial instruments, such as the postage meter and related funds, ensuring their secure and proper usage. Assist with company credit card purchase tracking.

Technology Management

  • Optimize Office Technology: Manage and support the use of office technology, including conferencing tools like Zoom and Barco screen sharing, ensuring all systems are fully functional and meet the needs of the organization.
  • Copier Management: Monitor copiers and assist with technical support when necessary. Proactively order copier materials to allow for efficient and effective use.
  • Vendor Relationships: Build and maintain strong relationships with vendors, ensuring the organization receives high-quality services and products at competitive rates.

Administrative Excellence

  • Proactive Problem Solving: Anticipate and resolve complex administrative issues with minimal supervision, using excellent judgment and strategic thinking.
  • Team Collaboration and Support: Foster a collaborative environment by working closely with all departments to support organizational goals, taking on additional responsibilities, and assisting team members as needed.
  • Confidentiality and Compliance: Adhere to organizational policies, maintaining the confidentiality of sensitive information, and ensuring compliance with all relevant regulations.

Additional Duties:

  • Assist with special projects and initiatives as assigned by Director of Accounting and Business Services and/or by management.
  • Adhere to organizational policies and procedures and maintain confidentiality of sensitive information.
  • Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.

Knowledge, Skills and Abilities

  • Strategic Leadership: Ability to drive office efficiency and work individually and as part of a team with a focus on strategic goals.
  • Resourcefulness: Highly reliable and dependable. Proficiency in managing resources, including budgets, office supplies, and technology, to optimize office operations.
  • Technical Proficiency: Strong knowledge of office technology and systems, with the ability to troubleshoot and optimize usage.
  • Communication Excellence: Outstanding oral and written communication skills, with the ability to interact professionally with all levels of the organization.
  • Customer Service Orientation: Commitment to providing exceptional service to staff, students, and visitors, ensuring a positive experience in all interactions.
  • Attention to Detail: Keen attention to detail and organizational skills, ensuring accuracy and efficiency in all tasks.

Supervisory Responsibility

While this position does not involve direct supervision of other employees, the Office Manager is responsible for overseeing the expectations of all staff and students at the NSIC, ensuring that their needs are met and that the office runs smoothly.

Work Environment

This job operates in a typical office environment and is onsite.

Physical Demands

This position requires routine use of standard office technology such as computers, keyboards, computer mouse, copiers, printers, fax machines, etc. This position is largely sedentary and requires the ability to sit for extended periods.

Position Type and Expected Hours of Work

This is a full-time, non-exempt position under the Fair Labor Standards Act. Hours are 7:30 a.m. – 4:30 p.m. Monday through Friday. Night and weekend work may be required on occasion of special events or unusually high workload.

Travel

Occasional local travel may be required.

Required Education & Experience

  • Associate’s degree or equivalent experience.
  • A minimum of five years of experience mandatory in an office environment.
  • Strong technical and computer skills with an emphasis on Microsoft Office, including Outlook, Word, PowerPoint and Excel.

Preferred Education & Experience

  • 5-7 years of experience working in an office environment.
  • Strong technical and computer skills with an emphasis on Microsoft Office, including Outlook, Word, PowerPoint and Excel.

AAP/EEO

It is the policy of Summit Academy OIC to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Summit Academy OIC will provide reasonable accommodations for qualified individuals with disabilities.

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