University of New England

OFFICE MANAGER

Learning Assistance Services
      
BASIC FUNCTION

To oversee general office operations, and to perform a wide variety of clerical and administrative tasks for a University department/program.

CHARACTERISTIC DUTIES & RESPONSIBILITIES

Primary

• Oversee and carry out various day-to-day departmental administrative functions.
• Supervise one to several regular office personnel:  interview and advise on hiring; train new employees; plan and issue daily work assignments; monitor work in progress and check completed work; assist staff with unusual or difficult tasks; assist with/carry out performance evaluation; bring special personnel problems to attention of department director; plan staffing needs and work schedules.  Supervise additional temporary help and/or work study students.
• Coordinate, initiate, prepare, process, and/or monitor various financial/administrative/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/University personnel and/or outside individuals/organizations.
• Develop, organize and maintain various departmental files and records, frequently involving cross filing/cross-reference systems.
• Perform a variety of tasks related to the development and maintenance of computerized departmental records using personal computers:  design and basic programming of appropriate data bases and data management/reporting systems using PC software; initial data base input; ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports.
• Develop and maintain various logs and other manual record-keeping systems related to assigned functions.
• Compile a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or others.
• Perform various bookkeeping functions: initiate and process financial documents related to operating budgets, capital budgets, special accounts, and the like; monitor financial activity; organize and maintain financial records; prepare related reports.
• Serve as administrative liaison with students, faculty, staff, parents, alumni, vendors, and/or other key department constituency: explain policies/procedures; answer various questions; coordinate services; handle special requests or problems, referring to supervisor and advising on appropriate actions as necessary
• Perform other specialized or technical administrative tasks related to the department's primary function.
• Organize and coordinate various departmental activities/events as necessary.  Attends to relevant details.
• Confer regularly with immediate supervisor, other department and University personnel, and/or various outside individuals/organizations to plan and coordinate activities, exchange information, resolve problems, and the like.
• Assist with general office secretarial work:  answer phones and perform reception duties; type/print using word processor correspondence, reports, etc.; order office supplies; maintain appointment calendars; set up meetings; photocopy; screen and distribute mail; and the like.
• Perform other duties as required.
• Completes new employee orientation and sexual harassment training within 30 days of the date of hire.
• Understands and complies with the University of New England Safety Manual.
• Performs other related duties as assigned.

SUPERVISION EXERCISED
Functional and partial to full administrative supervision of one to several employees.

SUPERVISION RECEIVED
Minimal supervision is received from a department director or senior administrator.

QUALIFICATIONS

Associate's degree in business or other appropriate discipline, plus three to four years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Broad base of general clerical/secretarial and office management knowledge and skills.
• Excellent administrative and organizational skills.  Experience in organizing and maintaining moderately complex filing and records systems.  Previous experience with computerized information systems.
• Good reading, writing and math skills.  Some bookkeeping/accounting training or experience may be desirable.
• Good basic supervisory skills; some previous supervisory experience desirable.
• Ability to deal effectively with a wide variety of individuals inside and outside of the University.
• Ability to function independently, with supervision, work as part of team environment as necessary.

ANNUAL TRAINING REQUIREMENTS:

• Code of Conduct
• Fire Safety
• Sexual Harassment
• Ergonomics
• HIPAA (as required by individual departments)