Job description
The Office of the Dean of Students at
Oberlin College and Conservatory invites applications for the Office Manager, a full-time (1.0 FTE), Confidential staff position working a 12-month schedule, in the Division of Student Affairs. This position reports directly to the Director of Student Affairs Operations and Planning and provides a variety of administrative, office support to the Dean of Students Office.
Responsibilities
The Office Manager is required to perform general office tasks and some complex administrative duties in support of the day-to-day operations of the office and division of student affairs including but not limited to: provide primary support to the Office of the Dean of Students; support the role of the Director of Student Affairs- Operations and Planning, Associate and/or Assistant Deans as needed; plan and organize clerical work which requires the application of knowledge of a variety of policies, procedures, and protocols; and to exercise discretion, judgment, and confidentiality in performing the assigned work.
Essential Job Functions
- Manage the Dean of Students Office front desk.
- Receive phone calls from both external and internal sources, manage incoming and outgoing emails via the Dean of Students email account, and welcome / assist visitors to the office including; students, parents, faculty, staff and outside vendors.
- Explain all policies, procedures, and processes in regard to all programs and departments within the Division of Student Affairs.
- Work with other departments across the institution to collect, prepare and/or manage the preparation of reports, data, briefings, presentations, and responses on institutional and strategic issues related to the Dean’s activities.
- Coordinate travel logistics for the Dean and Associate Deans, complying with all College travel rules and procedures; prepare travel itineraries and documentation; manage billing related travel. Manage office supplies and inventory control with careful control over resource needs. Maintain office equipment and cleanliness of the kitchenette, organize storage areas and back stock, process all work order requests related to the Dean of Students Office suite.
- Maintain an up-to-date, informative, interesting, and professional presentation of the Dean of Students Office suite and bulletin boards.
- Provide assistance with the office staff calendars including; daily appointments; scheduling appointments and coordinate meetings, arrange for rooms, equipment and catering.
- Some administrative support will be provided to other departments within the division based on workload and need.
- Manage the scheduling for the Dean of Students office conference rooms.
Marginal Job Functions
- Ability to work flexible hours including evenings, weekends and important institutional events.
- Other duties as assigned.
Required Qualifications
- Bachelor’s degree or equivalent education/experience with a minimum of five (5) years of professional office setting experience at an executive-support level in higher education or a similarly complex organization.
- A minimum keyboarding speed of 40 wpm with emphasis on accuracy.
- All of the following skills and experience must be demonstrated and documented: excellent verbal and written communication skills; recent work experience demonstrating outstanding organizational skills, detail oriented, and the ability to work independently on a large number of tasks simultaneously; developed skills in using word processing, spreadsheet, and database software; experience working directly with students, faculty, staff members and parents; demonstrated ability to communicate sensitively and effectively with students from many different backgrounds with ease and confidence.
- Favorable references.
Desired Qualifications
- Skilled in information gathering and coordinating communication.
- Experience with oversight of a complex office environment and workflow. Excellent ability to work strategically, independently, and cooperatively in a team environment.
- Track record in implementing office policies, programs, and activities.
- Previous experience working within a higher education setting.
Compensation
Within the range established for this position, salary will be commensurate with qualifications and experience and includes an excellent benefits package.
This is a hourly non-exempt position.
This is a hourly non-exempt position.
Special Instructions to Applicants
To apply, candidates should visit the online application site found at
Documents Needed to Apply
Required Documents
Optional Documents
- Cover Letter
- Resume
- List of References
- Affirmation of Diversity Statement
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