Office Manager

2 days ago

Virginia Beach, Virginia, United States Virginia Jobs Full time
About the Position

This role serves as the Office Manager for the Sid and Reva Dewberry Department of Civil, Environmental and Infrastructure Engineering. The successful candidate will be responsible for the daily execution and coordination of administrative and program support operations to ensure the service needs of both faculty and students of the department are met.

Key Responsibilities
  • Office and Event Management: Serve as executive administrative assistant to the department Chair, including correspondence, scheduling, and screening of calls; schedule meetings and coordinate department events; provide office management, including maintaining supplies and equipment, oversight and supervision of other office staff and student wage positions; serve as the first point of contact for the office, including screening and routing inquiries, handling emails, mail, and packages, and welcoming and guiding visitors appropriately; submit work order requests and room reservations; schedule travel and agendas for visitors to the department, including interview candidates and seminar speakers; and issue swipe and key access requests, manage seating assignments, and manage space and office needs for incoming faculty and graduate teaching assistants.
  • Departmental Program Support: Support the Associate Chair in working with other university administrative offices to schedule courses, make classroom assignments, and complete other similar tasks; manage course evaluations and make sure that all related information is distributed to the appropriate parties in a timely manner; assist with the administrative workload during the program assessment periods, making sure that all information is gathered and processed in a timely manner; and place textbook orders for faculty.
  • Departmental Communications Support: Work with the Chair and Associate Chair to continuously update publication information ensuring correct information is used for annual reports, promotion programs, and department correspondence; maintain and regularly update the department website and social media content; and respond to student inquiries and requests for information on departmental programs.
  • Departmental Human Resources Support: Oversee the hiring process for all graduate teaching assistants, adjunct faculty, and wage employees for the CEIE department and conduct onboarding procedures, including orientations for new adjunct faculty and teaching assistants; properly maintain student and faculty files and records consisting of official and confidential information; and coordinate the Promotion and Tenure (P&T) process for the department to ensure accurate data collection and submission to the different departments involved.
  • Purchasing and Financial Management: Support the department Chair and fiscal administrative assistant with financial management to include making purchases, monitoring the budget, and reconciling department accounts; serve as backup to the fiscal administrative assistant when necessary; and other related duties as assigned.
Requirements
  • High school diploma or equivalent;
  • Relevant experience in an office/administrative position;
  • Experience providing administrative support to executive or department head;
  • Demonstrated direct, relevant experience with office and financial management, including experience with financial processes to include purchase requisitions, travel reimbursements, and account reconciliation;
  • Exceptional verbal, written, and interpersonal communication skills and strong organizational abilities;
  • Customer service and diplomacy skills, and the ability to work with a wide range of constituencies in a diverse community;
  • Ability to effectively handle multiple responsibilities simultaneously and anticipate and meet deadlines, while maintaining flexibility regarding changes in priorities;
  • Self-motivated with an ability to multi-task as needed and work efficiently;
  • Proficiency with Microsoft Office suite software, including word processing, spreadsheets, and e-mail applications.
Preferred Qualifications
  • Bachelor's degree in a related field;
  • Relevant experience in an office/administrative position, events management, and/or social media work (typically 3+ years);
  • Previous supervisory experience;
  • Knowledge of university procedures, policies, and regulations;
  • Knowledge of website editing software/platforms.

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