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Office Manager
3 months ago
Summary/Purpose
The Office Manager is a full time position which reports to the Director of Accounting & Business Services. Incumbent will ensure smooth office operations and providing support to staff, students and visitors. This position will oversee various tasks related to office coordination, administrative support, and special projects. The role requires exceptional organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Office Operations:
- Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
- Monitor and greet students entering and leaving the building.
- Oversee daily office operations, including managing emails, and correspondence.
- Manage receipt of deliveries of packages from various vendors and distribute packages to their final recipients.
- Maintain office supplies inventory and reorder supplies as needed for NSIC and the main campus.
- Manage staff access through coordination of office keys and FOB Cards.
- Ensure the office environment is clean, organized, and conducive to productivity.
- Coordinate with building management for office maintenance and repairs as needed.
- Assist Program Managers with the planning and coordination of events, which may include, catering, ordering supplies and other items that may needed.
- Reconcile expenses monthly to submit for reimbursement. Process purchase orders through Spendwise.
- Maintain and Support technology in conference room, i.e. Zoom Conferencing and Barco Screen sharing.
- Maintain and cultivate vendor relationships.
- Fiduciary responsibility and control of postage meter and funds.
Other Duties:
- Assist with special projects and initiatives as assigned by Director of Accounting and Business and/or by management.
- Adhere to organizational policies and procedures and maintain confidentiality of sensitive information.
Knowledge, Skills and Abilities
- Ability to anticipate and resolve complex and/or confidential administrative issues with excellent judgement and little or no supervision.
- Ability to think proactively and plan accordingly.
- Experience in establishing priorities and meeting deadlines.
- Must be able to work in a fast-paced environment, work well under pressure and handle stress.
- Demonstrated ability to juggle multiple competing tasks and demands and remain flexible as priorities arise.
- Proactive approach in taking on responsibility and willingness to pitch in and help others when necessary.
- Ability to learn and comprehend use of technology in an office environment.
- Strong oral, written and interpersonal communications skills, both in person and over the phone. Ability to communicate professionally, with tact and diplomacy.
- Strong customer service skills.
- Excellent attention to detail and organization skills.
- Ability to work individually and as part of a team.
- Highly reliable and dependable
Supervisory Responsibility
- No Supervisory Responsibilities but will manage the expectations of all staff and students at the NSIC
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 unusual high work load.
Travel
Occasional local travel may be required.
Required Education & Experience
- High School Diploma or GED required.
- A minimum of three 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.
Preferred Education & Experience
- Associate’s degree or equivalent experience.
- 3-5 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.
Other Duties
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.
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.
