Position purpose:
The Office Manager is a key member of the Office of Strategic Venues & Event Services (OSVES) team, providing high-level administrative and operational support to the department and senior staff. Reporting to the AVP, this position serves as the primary point of contact and operational hub for OSVES. Responsibilities include management of the general and administrative budget; coordination of onboarding and offboarding processes; oversight of leave and credit card reporting; facilitation of departmental meetings; maintenance of standard operating procedures (SOPs); and coordination of department continuity planning and goal tracking. This role also supports office supply management, departmental event planning, calendaring, and student development initiatives, ensuring all functions are executed with a high level of efficiency, accuracy, confidentiality, flexibility, professionalism and exceptional hospitality.
Essential Functions:
Provide comprehensive daily administrative and operational support to the AVP and OSVES senior staff including calendar management, preparation of reports and executive-level documentation, and coordination of travel arrangements. Maintain and ensure the accuracy of departmental records, including the organizational chart and standard operating procedures (SOPs).
Provide comprehensive support for OSVES financial operations, including vendor management, W-9 processing, and credit card reconciliation and reporting. Directly oversee and manage the department's general and administrative budget, ensuring accuracy, compliance, and fiscal accountability.
Provide comprehensive administrative and communications support for departmental meetings including preparation of meeting materials, scheduling and arrangement of meeting logistics, coordination and distribution of meeting communications, and coordination and development of meeting agendas.
Support hiring and onboarding processes for OSVES staff and student employees, including coordination of onboarding schedules, development of onboarding agendas, and maintenance of current onboarding templates and materials.
Provide support for operational projects and process documentation across OSVES, including coordination and maintenance of the departmental business continuity plan.
Mentor, coach, and train administrative student staff, ensuring alignment with departmental standards and procedures while fostering opportunities for co-curricular development and growth.
Support the planning and execution of special events, projects, and initiatives associated with OSVES premier venues; coordinate internal departmental events and staff engagement/recognition efforts.
The above statements describe the job's essential responsibilities and requirements. They are not an exhaustive list of the duties that may be assigned to job incumbents.