Job Listings

Office Manager

Company:
Colgate University
Job Location:
Hamilton, 13346
Category:
Administrative Assistants
Type:
Full-Time

Division: Dean of the College

Department: Career Services

Hiring Wage/Salary Range

$21.50 - $23.50

Determination

When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.

Benefits

Current Benefits
Colgate University is proud to offer in-depth, competitive benefits that support the health and wellbeing of our employees and their family. The majority of benefits are effective on the date of hire.
We pride ourselves on the scope and quality of the benefits offered to our employees. We invite candidates to visit our Benefits page to learn more about our generous benefits package, which includes but is not limited to:

Health and Wellness:
Comprehensive medical, dental, vision, behavioral health benefits, disability and life insurance, 403 B Retirement with employer core and matching contributions.

Paid Time Off:
Vacation time (varies based on position classification), sick time, 13.5 holidays including a Winter Recess between Christmas and New Year's and 3 floating holidays.

Paid Family Leave:
After six months of employment, employees become eligible for up to 12 weeks of paid time off up to 67% of salary to a state maximum for bonding with a newborn, adopted or foster child, caring for a family member with a serious health condition or to help after a family member has been deployed to active military duty abroad.

Continuing Education and Professional Development:
Employees and their spouse/domestic partner may take up to 2 courses per semester at Colgate, tuition free with a $20 per course registration fee.
Funding for work related courses to obtain an undergraduate or graduate degree related to your current position.
After 7 years of service in an eligible position an employee's eligible children may be awarded up to half of Colgate's tuition to attend an accredited college, university or trade school of their choice.

Along with a generous benefits package, additional perks unique to Colgate University include but are not limited to free on campus parking, free gym membership with discounts for family members, reduced Seven Oaks Golf Course memberships, University Bookstore discount, free library access, 3 free tickets for any regular season athletic home event, access to Colgate owned Bewkes Center and Glendening Boathouse, free access to all cultural events.

Department Statement

The office manager is an essential member of the Career Services team. They are a welcoming and informative first point of contact for all visitors (students, faculty, alumni, staff, and family) to Benton Hall. This professional oversees Career Services' front desk alongside a team of student interns, who they supervise. This team manages advisers' appointment schedules, conducts simple intake for over 5000 appointments annually, and refers students to appropriate resources. They employ a positive and calm attitude to ensure constituent needs are met quickly and accurately. It is a priority to ensure constituents of all backgrounds feel welcomed and supported by our team.

The office manager serves as the department's point person to partner with colleagues from the Dean of the College division, Provost and Dean of Faculty office, Registrar, Information Technology Services, Budgeting and Control, Accounting, Facilities/Custodial Services, Student Employment, and external vendors to meet the team's operational needs. Alongside the assistant vice president and senior associate director of operations and assessment, this colleague monitors and supports budgetary planning and disbursement processes for the office. This is a high-impact position for someone excited about working alongside a cohesive team that thrives in a fast-paced, high-volume, student-facing office.

Accountabilities

Responsible for serving as the initial point of contact in Benton Hall (Career Services) for students, alumni, employers, faculty, and parents who visit in-person or contact the office via a phone call or email. Conducts intake with student clients and refers them to appropriate resources, services, and programs. Responsible for communicating themes and patterns of constituent inquiries and challenges to team leaders.

Responsible for anticipating and appropriately addressing the team's operational needs alongside partners from areas such as Information Technology Services, Budgeting and Control, Accounting, Facilities/Custodial Services, and Student Employment. Ensures that necessary resources and processes are in place for the team to maintain a high level of efficiency and productivity. This may include placing and following through on work orders, contacting service providers to manage office equipment, ensuring the team's IT needs are met, ordering supplies, etc. Responsible for the overall facility management of Benton Hall, including room scheduling for campus programming occurring in the building, coordinating with custodial staff to maintain cleanliness, and assisting guests with accessing technology.

Responsible for orchestrating the team's student intern hiring, payroll, and ongoing employment of over 20 student staff members in coordination with the Office of Student Employment. Directly supervise a small team of student interns who support the front desk management.

Accountable to collect and process basic data (e.g.: budgetary projections, room utilization, appointment tracking and availability). Gathers information regarding student satisfaction with services and resources and supports the compilation of data for monthly and annual reporting. Manage disbursement requests, grant distributions, and vendor invoice payments with accuracy and detail-orientation.

Professional Experience/ Qualifications

  • Minimum of two (2) years of office experience with a high degree of autonomy required or the equivalent combination of education and experience.
  • Self-starter who is able to exercise good judgment, anticipate needs, make independent decisions, and solve problems.
  • Versatile team player who enjoys collaborating with colleagues to complete tasks and also independently holding oneself accountable to advance assignments.
  • Extremely well-organized and detail-oriented, with excellent follow-through and diligence.
  • Strong interpersonal and customer services skills. Able to balance multiple priorities while dealing with frequent interruptions.
  • Strong written communication skills; excellent proofreading and grammar skills.
  • Ability to exercise tact, discretion, diplomacy, and confidentiality.
  • Skilled in data compilation and comfort with basic analysis.
  • Ability to work in a fast-paced environment.
  • Strong proficiency with and interest in utilizing technology (i.e. Word, Excel, and Google Apps) to complete operational tasks. Highly proficient with computer applications and willing to learn department-specific software.
  • Enjoys interacting with a diverse group of faculty, staff and students.

Preferred Qualifications

  • Supervisory experience.
  • Interest in continuous professional development.
  • Appreciation for and understanding of a liberal arts university.
  • Familiarity with Colgate University.

Education

A high school diploma or equivalent required.

An Associate's or Bachelor's degree is preferred.

Requisition Number: 2024S049Posting

Temporary: No

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