Data & Office Manager

4 weeks ago

Tsaile, United States Diné College Full time
Job DescriptionJob Description

Data & Office Manager

OIPR - Office of the President

Tsaile Campus


Duty Schedule:

Monday through Friday, 40 hours weekly

Summary/Objective of Position:

Reporting to the Executive Director of Institutional Planning and Reporting, this position is responsible for the clerical support and file/records management of the Office of Institutional Planning and Reporting at Dine' College. The position is responsible for the organization and coordination of office operations, procedures, and resources to facilitate the department service' effectiveness and efficiency. Oversees general data request for survey development, survey proctoring and survey reporting to support the goals of faculty and staff using softwares and Apple tablets.


Description of Essential Functions of the Position


Disclaimer: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Maintain Office Efficiency
* Provide basic clerical support and duties for the department personnel (i.e. manage incoming calls, meeting scheduling, welcoming guest, running errands, overseeing prep for travel, complete annual inventory, restock and order office supplies, etc.).
* Must have excellent skills in customer service, professional attitude, professional dress-code
*Must have experience in planning travel, hotel arrangement, airflights, rentals, etc. planning and department purchases. Implement tracking process and record keeping for all expenses for annual budget reporting to Supervisor.
* Develops and processes for completing Vehicle Request (VR). Implement tracking process and record keeping of VR.
* Develops processes for maintaining files and records.
* Follows up on submitted documents to Finance & Accounting to ensure timely processing.
* Assists the OIPR staff with paperwork (i.e. vehicle requests, travel advances, and purchase requisitions).
*Prepares conference room for meetings and sets up conference calls for meeting. Make calls for meeting scheduling with external departments and community entities.
*Send out delegation memos out to key leaders.

Maintain Office Records/Files
* Organizes and updates OIPR records and files, including correspondence and budget files.
* Files administrative paperwork for all OIPR staff.
* Updates administrative files in preparation of monthly, quarterly, and annual grant reporting.
*Manage data warehouse and assist with request for report collection for Audits and Accreditation reviews.
*Attends department meetings and captures meeting minutes. Types meeting minutes and submit.
Maintain Office Services
* Distribute, collect, and track reports among OIPR staff to ensure they are submitted on schedule.
* Assists students and community members when they visit Office.
* Opens and secures Office of Institutional Planning and Reporting in the morning and at end of work day.
* Manage and monitor budget expenditures, then report to the Executive Director within OIPR each month.
* OIPR - opens and closes Office, refills and re-stocks items, takes inventory, sends and maintains visitor contact logs for reporting purposes. Maintain a clean and safe, welcoming environment for the staff and visitors. Screens phone calls and transfers. Collect phone messages. Schedules meetings for the team with networking departments or customers.

Department Network & Support
* General Service Administration - reserves GSA vehicles for OIPR staff.
* Admissions & Outreach Office - assists OIPR Staff with processing equipment and operational supply orders.
* General Student Support/Events - assists with Diné College events and workshops. This includes proctoring student and employee surveys.

Data Survey Management
*Oversee Survey tablets and inventory
* Participate and oversee Graduation surveying efforts and set up among future DC graduates. Take part in several IRB studies involving data collection needed using surveying instruments.
*Process any data request for Survey set-up and proctoring per the requested timeline and criteria
*Set-up in-person survey collection events where needed.
* Produce survey reports and submit to requester
*Must have basic skills in data analyzing and use of Excel usage

*Other duties assigned by supervisor.
*Participate in professional development training where provided.


QUALIFICATIONS

Education & Experience


Minimum:

Associates degree in Office Administration or Business or closely related field. Two to five years experience as an administrative assistant or a relateable clerical position.

Preferred:

Bachelor degree in Office Administration or Business, or closely related field.

Knowledge:

Excellent time management skills and ability to multi-task and prioritize.
Strong organizational and planning skills.
Knowledge of office management responsibilities, system, and procedures.
High level skills with Microsoft Office software suite (data graph development, charts, etc.).
Basic skills regarding copying, answering phone calls, and working with an iPad Apple.
Knowledge and basic understanding regarding FERPA regulations in Higher Education (training can be provided).

Skills:

Possess the ability and willingness to learn new skills and technology.
Knowledge of budget management and basic accounting skills.
Travel, hotel, airline, rental experience in arrangement and booking. Compiling traveling reports and travel agendas.
Demonstrate confidentiality and discretion of sensitive information/access.
Ethics and trustworthiness, honesty in communication and information provided, including data and/or general reports.

Abilities:

Strong interpersonal, customer service and team skills.
Ability to work independently and interdependently.
Ability to work effectively with a wide range of people and diverse background.
Solid experience independently managing multiple tasks and responsibilities and sometimes competing priorities.
Practice and displays professional and ethical behavior and communication

Physical Requirements, Work Environment & Travel:

Long hours of sitting and using office equipment and computer.
Lifting of supplies and materials from time to time.

Other Requirement(s):

Ability to drive in snow, rain, mud, high traffic, city areas and have a valid driver license.

  • Development Officer

    4 weeks ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionDevelopment OfficerOffice of the PresidentTsaile CampusDuty Schedule:8-5pm Monday to Fridays, occasional travel and hours after hours.Summary/Objective of Position:Assists the Office of Chief of Staff and Office of the President with developing stewardship strategies for first-time donors. Works with key colleagues to manage all...

  • SE Land Grant Office Interns

    6 days ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionLand Grant Office InternsStudent Employment - School of STEMTsaile CampusDuty Schedule:Monday - Friday 8 - 5 pm - however may be asked to work after hours and the weekend.Summary/Objective of Position:Students will learn to plan, organize, and conduct extension education in the field of livestock, range, soil, horticulture and...

  • Financial Aid Manager

    4 days ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionFinancial Aid ManagerOffice of Financial Aid & ScholarshipStudent AffairsTsaile CampusDuty Schedule:8:00 AM to 5:00 PM. MTWRF Minimum 40 hours a week. May require evening and/or weekend work.Summary/Objective of Position:Provide direction for the daily operational functions of the Financial Aid Office and assure best practices...

  • Student Interns

    4 weeks ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionStudent Interns (5)Dine Policy InstituteTsaile CampusStudent EmploymentDuty Schedule:Monday to Friday 8am - 5pm - onsiteSummary/Objective of Position:Be familiar with office etiquette and administrative duties. Have general knowledge of the research process and transcription of interviews (online) and focus group (zoom). Have...

  • Project Coordinator

    3 weeks ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionProject CoordinatorCapital Projects (Office of the President)Tsaile CampusDuty Schedule:Monday to Friday 8am to 5pmSummary/Objective of Position:Description of Essential Functions of the PositionDisclaimer: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working...

  • Chief of Staff

    1 month ago

    Tsaile, United States Diné College Full time

    Duty Schedule: 8-5pm, Monday through Friday, sometimes after hours and weekends Summary/Objective of Position: The Chief of Staff is a key member of the President's Cabinet (senior leadership team) and provides leadership and operational oversight to the Office of the President in fulfilling the College's mission and goals. The incumbent will be...

  • Warrior Way Back Program

    3 days ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionWarrior Way Back Program - InternshipStudent EmploymentOffice of Financial Aid & ScholarshipDuty Schedule:8:00 AM to 5:00 PM. MTWRF Maximum of 32 hours a weekSummary/Objective of Position:The Warrior Way Back Program provides students with the opportunity to continue their education at a minimum debt with Diné College, and to...

  • Chief of Staff

    3 weeks ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionChief of StaffTsaile CampusDuty Schedule:8-5pm, Monday through Friday, sometimes after hours and weekendsSummary/Objective of Position:The Chief of Staff is a key member of the President's Cabinet (senior leadership team) and provides leadership and operational oversight to the Office of the President in fulfilling the...

  • Instructor, Assistant, Associate, or Professor of Teacher Education

    4 weeks ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionInstructor, Assistant, Associate, Professor of Teacher EducationSchool of Dine Studies & EducationTsaile CampusDuty Schedule:Monday-Friday; some weekend hours to accommodate student program requirements, boot camp events and/or activities for special program in-servicesSummary/Objective of Position:A full-time College faculty is...

  • Debt-Free College Pathway Program

    3 days ago

    Tsaile, United States Diné College Full time

    Debt-Free College Pathway Program - InternshipStudent EmploymentOffice of Financial Aid & ScholarshipDuty Schedule:8:00 AM to 5:00 PM. MTWRF Maximum of 32 hours a weekSummary/Objective of Position:The Debt-Free College Pathway Program provides students with the opportunity to continue their education at a minimum debt with Diné College and to gain valuable...

  • Debt-Free College Pathway Program

    3 days ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionDebt-Free College Pathway Program - InternshipStudent EmploymentOffice of Financial Aid & ScholarshipDuty Schedule:8:00 AM to 5:00 PM. MTWRF Maximum of 32 hours a weekSummary/Objective of Position:The Debt-Free College Pathway Program provides students with the opportunity to continue their education at a minimum debt with Diné...

  • Provost

    2 weeks ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionProvostTsaile CampusDuty Schedule:8-5 pm, Monday through Friday, occasional travel, and after hours.Summary/Objective of Position:Dine College's Provost is responsible for leading, managing, and continuously improving academic instruction, programs, services, faculty development, and operations. The Provost provides...

  • Dual Credit Coordinator

    6 days ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionDual Credit CoordinatorDual Credit ProgramAcademic - ProvostDuty Schedule:8:00 AM to 5:00 PM, M-F, some evening and weekend work may be required.Summary/Objective of Position:Under the supervision of the Dual Credit Director, the Dual Credit Coordinator will provide assistance in the daily operations of the Dual Credit Program...

  • Dean of Business

    1 month ago

    Tsaile, United States Diné College Full time

    Duty Schedule: 8-5pm, Monday through Friday, sometimes after hours and weekends Summary/Objective of Position: The School Dean reports to the Provost and is responsible for administering the Business and Social Sciences programs; leading faculty members in planning, developing, and implementing instruction, research, services and outreach...

  • Writing Mentors

    4 weeks ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionWriting Mentors - 2 PositionsAZ Remedial Grant - Student AffairsSchool of Arts & HumanitiesStudent EmploymentTsaile CampusDuty Schedule:Summary/Objective of Position:These are the two hired student interns that need to be hired to begin the Writing Mentor Circle Program that includes 2 Learning Specialist. This Spring of 2024,...

  • Writing Mentors

    4 weeks ago

    Tsaile, United States Diné College Full time

    Writing Mentors - 2 PositionsAZ Remedial Grant - Student AffairsSchool of Arts & HumanitiesStudent EmploymentTsaile CampusDuty Schedule:Summary/Objective of Position:These are the two hired student interns that need to be hired to begin the Writing Mentor Circle Program that includes 2 Learning Specialist. This Spring of 2024, we will pilot the Writing...

  • Dean of School of Dine Studies

    4 weeks ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionDean of School of Dine Studies & EducationAcademic AffairsTsaile CampusDuty Schedule:8-5 Monday through Friday, sometimes weekend hoursSummary/Objective of Position:The Dean of the School of Dine Studies and Education is responsible for administering the Dine Studies and Education program, leads faculty members in planning,...

  • Accounting Technician

    15 hours ago

    Tsaile, United States Dine College Full time

    Accounting Technician Finance & Accounting Tsaile Campus Duty Schedule: Monday through Friday 8:00 om to 5:00 pm Summary/Objective of Position: Under general supervision of the Controller; the role of this position is to manage and lead all incoming financial documents to ensure accuracy and processing. Description of Essential Function of the...

  • Accounting Technician

    1 day ago

    Tsaile, United States Diné College Full time

    Job Description Job Description Accounting Technician Finance & Accounting Tsaile Campus Duty Schedule: Monday through Friday 8:00 om to 5:00 pm Summary/Objective of Position: Under general supervision of the Controller; the role of this position is to manage and lead all incoming financial documents to ensure accuracy and processing. Description of...

  • Accounting Technician

    5 days ago

    Tsaile, United States Diné College Full time

    Job DescriptionJob DescriptionAccounting TechnicianFinance & AccountingTsaile CampusDuty Schedule:Monday through Friday 8:00 om to 5:00 pmSummary/Objective of Position:Under general supervision of the Controller; the role of this position is to manage and lead all incoming financial documents to ensure accuracy and processing.Description of Essential...