Office Manager
4 weeks ago
Job Summary
The University of Minnesota seeks an Office Manager to support the day-to-day operations of the International Student and Scholar Services (ISSS) unit. This role will enable ISSS to provide excellent services to the international community. The Office Manager will report to the Assistant Director of Operations and be responsible for assisting with on-boarding new staff, ordering supplies, planning and overseeing office-wide events, and various other duties focused on daily operations.
Key Responsibilities
Office Management (50%):
* Coordinate ISSS all staff meetings, including arranging guest speakers and professional development opportunities.
* Take staff meeting notes and share on Google Drive and Office-Wide Calendar.
* Update the Office Use calendar each month.
* Ensure the appropriate staff are invited to all staff events/meetings.
* Schedule office-wide meetings and events.
* Assist with tech, as meetings are typically hybrid.
On-boarding new staff:
* Coordinate with the Assistant Director of Operations regarding setup procedures for new staff.
* Ensure space, phones, computers, and access are ready for the new staff.
* Schedule training with ISSS and other U of MN staff.
* Conduct ISSS specific new staff orientation.
Data Management:
* Manage the listservs (ISSS Staff, ISSS Advisers).
* Open Doors: Assist the Assistant Director of Operations to coordinate the efforts to obtain data for the Open Doors report.
* Enter the data and submit the final report.
Manage Printers:
* Serve as the main Loffler point of contact.
* Contact Loffer when we have printer issues.
Manage office supplies:
* Assess where we are low with general office supplies.
* Re-order general office supplies, as needed.
* Submit orders that are entered in UMarket by ISSS staff & order supplies.
* Put away & organize office supplies, as needed.
* Send reminders to staff to get their supply orders submitted in a timely manner.
Welcome Center (20%)
Provide customer support at the Welcome Center, including responding to phone calls and emails, scheduling appointments, and signing-up students and scholars for drop-ins and appointments.
If Designated School Official (DSO) qualifications are met, serve as a DSO to assist with signing Social Security letters while at the Welcome Center.
Serve as the backup Welcome Center supervisor; coordinating with Welcome Center Manager and providing work direction to Welcome Center staff (4-5 student workers) as needed.
Facilities Management and Logistics (10%)
Project management regarding space: Arrange office moves and complete remodeling projects by working with UM Construction, Facilities Management, furniture vendors, space planners, IT, etc.
Work with the Assistant Director of Operations to identify opportunities to utilize and upgrade office space and place staff members.
Spaces to include: 130 Heller, 150 Heller, 190 Humphrey, 94 Blegen, 6th floor Heller Hall, 110 Heller.
Oversee the use of storage space in Humphrey Room 70 and 94 Blegen and a room on the 10th floor of Heller.
Represent ISSS at monthly facilities West Bank Advisory Committee meetings; reporting back to Assistant Director of Operations on how ISSS will be impacted by upcoming changes.
Create and implement communications to other ISSS staff as necessary.
Assist Assistant Director of Operations regarding office space, technology, equipment, and utility issues; make recommendations for more efficient use.
Submit service requests on behalf of ISSS staff to Facilities Management and Network Telecommunication Services and ensure satisfactory completion of the requests.
Manage technology resource check out the calendar, keeping track of ISSS Office Wide use items.
Organize staff security access to ISSS offices and Heller Hall, including serving as the primary Department Facility Representative.
Assistant to the Assistant Vice Provost (15%)
Provide support to the Assistant Vice Provost for International Student and Scholar Services, including projects.
Manage the Assistant Vice Provost's calendar for a balance of meeting and work time; prioritizing as necessary.
Schedule meetings that include the Assistant Vice Provost.
Plan and implement staff appreciation events and retreats; identify and schedule venues; monitor project budget; create and implement communication/invitations, evaluate the event's success, and make recommendations for improvement.
Assist with creating and editing presentations and meeting preparations.
Research specific topics as assigned, such as identifying the Board of Regents agenda for items related to international students, reviewing requests made of ISSS to assess for potential amount of time involved, and assessing the project.
Arrange travel and conference registrations related to work.
Lead special projects.
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