Office Manager – Academic Affairs, Provost Office

 

Position Number: E 676
Salary for Announcement: The salary range for this position is $44,683 – $52,205. The final salary will be commensurate with education and experience.
Employee Category: Administrators
Department: Academic Affairs

Position Summary:
This position ensures the efficient day-to-day operation of the Provost and Executive Vice President for Academic Affairs' office and supports the work of the Provost and other staff. The Office Manager is responsible for organizing and coordinating office operations and procedures and providing excellent service to all students, staff, faculty, and visitors.

MSU Denver is an equal opportunity employer.

Duties/Responsibilities:
Manages the Provost/VP for Academic Affairs Office Front Desk – 25%:
Coordination of receptionist duties which includes walk-ins, phone calls, correspondence, and guest appointments including: 1) ensuring the front desk is staffed at all times and coordinates proper coverage; 2) answers telephone calls and directs callers appropriately, or solves the issue presented; 3) greets and screens visitors to the department using office protocol, contacts the relevant staff member for that visitor and makes sure they are directed appropriately; 4) responds to inquiries and complaints, solves problems, and instructs students, faculty, and other staff regarding University and departmental procedures; 5) manages student concerns received through the Academic Affairs’ Office or through other departmental referrals and coordinates with university departments in resolving student concerns; 6) maintains the condition of the office to provide a professional, clean, and inviting reception area; 7) processes incoming paperwork and documents and routes them to the correct staff member; scans and files documents; 8) serves as liaison between Provost’s Office and other University departments and communicates effectively with staff, students, and faculty.

General Office Management – 30%:
Manages and coordinates the office logistics and administrative tasks for the Office of the Provost/Academic Affairs unit including: 1) Scheduling, coordinating, and prioritizing work to meet office needs, and implements and evaluates tasks to be performed on a daily and weekly basis; 2) Plans, implements, and provides support for Provost Office events; 3) Maintains office services by organizing office operations and procedures; designs and maintains filing systems, scans and files documents electronically, supervises the mail and hand-deliveries, and other necessary office procedures. 4) Updates policies and procedures and departmental ORG Charts and contact lists. 5) Arranges for necessary repairs. 6) Serves as Emergency Preparedness Coordinator, attends necessary workshops and seminars, and instructs the unit on emergency response information; keeps emergency call lists up-to-date. 7) Manages the office conference rooms by taking room reservations, providing direction to guests on room policies, assisting with set-up and technology for meetings as needed, and maintaining cleanliness and room setup; 8) Maintains key and fob matrices and works closely with AHEC and MSU Denver Facilities for access and approval; 9) Anticipates deadlines and oversees projects from staff members; 10) Maintains confidentiality of personal information. 11) Manages Provost’s Office work room and assures copiers and other machines are in good working order and appropriately serviced.

Budget Management/Purchasing – 10%:
Works closely with Academic and Student Affairs Fiscal Managers: 1) Purchases office supplies for the work room and for staff members, tracks office supply levels, and maintains budget ledger/record keeping of funds used for the Provost’s Office supplies and other office expenditures. 2) Responsible for purchasing in compliance with institution, state and federal fiscal rules. 3) Identifies and works with vendors appropriate for purchasing needs. 4) Orders and purchases food for meetings and works closely with caterers; 5) Monitors the office budget, reconciles orders, invoices, and monthly financial record statements; communicates with vendors regarding adjustments to invoices; 6) Prepares purchase requisitions and travel forms and makes travel reservations for staff and faculty, when necessary.

Supervision of Student Staff – 15%:
Supervises and evaluates student staff including: 1) Updating student job descriptions and recruiting, hiring, training, evaluating, and supervising; 2) Authorizes student staff time cards and terminates student employees, when necessary; 3) Coordinates appropriate paperwork related to student employment, advertising open student employment positions, and meeting assigned deadlines with Human Resources; 4) Assigns student employees work-related projects from other staff from the unit.

Assist Executive Assistant to the Provost and/or Provost Office Suite Staff as needed – 10%:
Provides project support to the Provost’s Office: 1) Receives and coordinates special projects and assignments from the Executive Assistant to the Provost and the Associate Vice Presidents and their staff. 2) Provides note taking for committees, as requested; 3) Assist with travel for the Provost and other campus administrators/faculty.

Other Duties as Assigned – 10%.

Required Qualifications:
-Bachelor’s degree from an accredited institution of higher education – Or the equivalent combination of education and experience providing administrative support is required (one year of education is equivalent to two years of experience).
• Two years of experience in an office environment providing administrative support.
• Two years of experience providing support to professional staff and customers or clients.
• Two years of experience using computers and general office equipment.
• Two years of experience providing supervision and/or task management over staff including hiring, training, and performance management.

Preferred Qualifications:
• Five or more years of work experience showing progressive responsibility and oversight.
• Experience in an institution of higher education as a staff employee.
• Knowledge of specific technical or operational systems [i.e. Windows, Mac OS, Banner, coding languages, etc].
• Knowledge of institutional, state and federal regulations regarding confidentiality and fiscal responsibility (FERPA, HIPAA, GAAP, etc).
• Demonstrated experience working with professional staff and leadership at all levels of an institution.
• Demonstrated experience working independently on multiple projects simultaneously while still meeting deadlines.
• Experience making travel arrangements.
• Experience purchasing in compliance with State of Colorado Procurement rules and procedures.
• Experience managing a budget and conducting record keeping.
• Experience dealing with conflict/resolution situations.
• Experience working in a diverse environment.
• Experience with communicating difficult/sensitive information.
• Experience taking minutes or notes at meetings.
• Experience working with and sensitivity to the needs of a diverse urban student population including (but not limited to) students of color, LBGTQIA students, students from low-income backgrounds, first-generation students, students with disabilities, undocumented students, non-traditional students, student veterans, and English-language learners.

Posting Date: 06/07/2019
Closing Date:
Closing Instructions: Open Until Filled

Special Instructions to Applicant:
Complete applications received by June 20, 2019 will receive full consideration. Position is open until filled.

IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.

References refers to a list of three professional references and their contact information.

Official transcripts will be required of the candidate selected for hire.

To apply, visit https://www.msudenverjobs.com/postings/12287


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