Administrative Support Assistant 2 (Office Manager)
Job Number: REQ_0000014228
CURRENT EMPLOYEES OR STUDENTS:
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JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Residence Life Office is looking for a dynamic and energetic individual to join its team. Penn State and Residence Life are committed to and accountable for advancing diversity, equity, and inclusion in all forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. The Residence Life Office is committed to the development of a safe and inclusive living-learning community that fosters academic, social, cultural, and personal growth. We strive to enable residents to develop respect and responsibility for themselves and their communities.
The Office Manager is a vital part of the team in helping to continue the vision and mission of the department. They are responsible for providing administrative support for the Assistant Director, Area Coordinator, and Coordinators of a residential area housing up to 5,000 students.
Responsibilities include but are not limited to:
Serve as primary receptionist which includes answering telephones, greeting visitors, taking messages, opening, sorting, and distributing mail and scheduling appointments
Make appropriate referrals to other offices
Create duty schedule for professional and paraprofessional staff and distribute, on a routine basis, to various University offices
Assist in maintaining staff calendars
Assist in maintaining student files and records
Process room reservation requests and forward for signatures
Supervise, train, and evaluate office administrative support assistant/receptionist
Select, supervise, train, evaluate, and determine work schedule for student office employees
Type correspondence and reports while maintaining files and budget records
Process various forms using IBIS and reconcile budget
Provide reports and balance sheets to Assistant Director
Maintain calendars; this includes scheduling and canceling meetings and appointments for area office
Oversee and assist in Community Standards data input and maintain confidential student records
Process room reservation requests
Maintain office equipment
Inventory and order office supplies
Assist with Summer School and summer projects
Typically requires a High School diploma or higher plus one year of related experience, or an equivalent combination of education and experience. Microsoft Office software experience preferred. Must demonstrate a commitment to a community where diversity and sustainability are valued. In addition, excellent organizational skills with the ability to multi-task, and outstanding interpersonal skills with the ability to interact effectively with other departments are necessary. Experience with computer software required. Good interpersonal skills needed. Resume and cover letter must be included for full consideration.
The following background checks must be successfully completed for this position:
This position will require successful completion of standard background checks.