Office Manager

Philadelphia, PA, United States

Job Description - Office Manager (24000872)

Job Description

Office Manager - ( 24000872 )

Description

Grade: T24

The link below will give you information about the University’s “T”

A variety of important factors are reviewed by HR when considering salary, including job duties, the applicant’s education and experience, all relevant internal equity considerations, department budget, and funding source.

Summary:

The Office Manager supports the Office of Graduate and International Programs, including the Graduate Admissions Office by providing comprehensive, interactive customer service and managing the day-to-day administrative support functions critical to the departments’ daily success. The Office Manager oversees a broad range of customer service functions and analyzes and organizes office operations and procedures to ensure the effective and efficient operation of the office. The Office Manager manages the front-end customer service operations including managing and assigning work to all student personnel. The incumbent sees that personnel provide exceptional customer service to all walk-in and phone contacts including answering program and school related questions, identifying problems and redirecting to the appropriate parties as necessary. The Office Manager must be familiar with and able to accurately communicate information regarding all graduate programs and University policies and procedures.

The Office Manager supports all aspects of office operations including, but not limited to, supporting staff with any issues with regard to their office space, phones, mail and UPS processing, office equipment maintenance and repairs. The incumbent manages and troubleshoots the scheduling and maintenance of facilities/equipment so that a professional, well-kept environment is maintained.The Office Manager supports co-curricular activities and engagement initiatives for current students across all student populations. This also includes support for conferences, workshops, and networking opportunities to external populations. Moreover, this position will help support the Graduate Admissions Office with the coordination of recruiting events and fairs.

The Office Manager acts as the timekeeper for all student workers and is responsible for reconciling PCard transactions, handling travel & expense transactions/approvals, initiating catering and facility requests, and managing vendor relations.The incumbent also assists with the integration of new technologies to maximize office productivity; manages all facilities/catering functions for the department; and plays an integral role in event planning/logistics.Holds primary responsibility for efficient and effective front desk operations and ensures that all phone and walk-in patrons have a positive customer service experience when interacting with the Office of Graduate and International Programs. Knowledgeable about all MBA & MS programs in addition to policies of the Fox School and Temple University. Successfully communicates this information to all inquiries, solves problems answers questions, and troubleshoots issues, to re-direct to the appropriate parties as necessary. Maintains reference systems of program and university information to ensure smooth front desk operations. Ensures that student workers are familiar with and can easily access all necessary information to provide the highest level of service at all times. Manages all aspects of student worker support, including recruiting, hiring, supervising, scheduling and timekeeping for Alter Hall and TUCC. Oversees the daily staffing of front desks; creates student assistant training programs and performance review processes.Creates processes to manage the flow of students, visitors and corporate partners/recruiters to ensure excellent customer service.Develops and implements administrative front-office policies and procedures.

Supports all aspects of office operations including, but not limited to, supporting staff with any issues with regard to their office space, phones, general upkeep of the office overall appearance, mail and UPS processing, office equipment maintenance and repairs. Manage and troubleshoot the scheduling and maintenance of facilities/equipment so that a professional, well-kept environment is maintained. Maintains extensive knowledge of Temple University systems, including facilities management requisitions, TUMarketplace requisitions for various supply orders, knowledge of telephone services, UPS and mail services, Taleo for student hiring, Kronos for timekeeping, Listserv management, P-Card reconciliation , and processing of deposits to bursar’s office to ensure efficient operations. Effectively manages office supplies including ordering stock, monitoring inventory levels, and organizing storage. Ensures that supply areas are orderly and an appropriate level of supplies available at all times.

Develop and maintain vendor relationships with external community.Resolve issues as needed.Follow-up on issues through to resolution. Provides administrative support for projects related to enrollment, recruitment, program development, student services, co- curricular events and other program related projects. This includes working with the Instructional Designers (IDs) for book orders for the Executive MBA and Executive DBA programs. Support co-curricular activities and engagement initiatives for current students (peer tutoring, speaker events, case competitions, conferences, networking opportunities & team-building activities), etc. across all student populations. Track student engagement activities through the Suitable platform (create events, manage QR codes, upload attendance lists, etc.); events include but are not limited to Welcome Back, Common Break, Speaker Events.

Performs other duties as assigned.

Required Education & Experience: At least 3 years directly related experience in handling administrative/office management functions, supervising staff, working with databases, generating reports for management, and using web-based products, video-conferencing and social media in a complex customer focused environment. An equivalent combination of education and experience may be considered.

Employment at Temple University means much more than a competitive salary.Temple strives to maintain a culture of diversity and inclusivity and provide employees with opportunities for growth and advancement.You will enjoy a collaborative working environment that values innovation and creativity.Our health and wellness benefits are among the best in the region, and our retirement savings plans allow you to plan for the future.Temple University offers many opportunities for employees to enhance skills, gain new perspectives and grow professionally.For example, you can earn your bachelor's degree or an advanced degree through our tuition remission benefit or develop your management and leadership skills in one of our HR Learning and Development's academies.Temple University employees also enjoy recreational, entertainment, and cultural activities both on campus and throughout the Philadelphia region.

Click here to learn more about the benefits of working at Temple University.

Required Education & Experience: At least 3 years directly related experience in handling administrative/office management functions, supervising staff, working with databases, generating reports for management, and using web-based products, video-conferencing and social media in a complex customer focused environment. An equivalent combination of education and experience may be considered.

Required Skills & Abilities:

· Exceptional customer service skills along with the ability to interact with a diverse group of professionals, students, faculty, staff and corporate visitors.

· Excellent time management, prioritization and efficiency skills.

· Strong supervisory skills and the ability to mentor and monitor the work of student staff.

· Demonstrated proficiency in all aspects of Microsoft Office Suite with high proficiency with MS Word and some MS Excel and ability to work with web-based products, applicant tracking systems and databases, and video-conferencing.

· Demonstrated ability to work in a team environment.

· Demonstrated written and verbal communication skills.

· Demonstrated ability to multi-task in a fast-paced environment and handle multiple concurrent tasks with constant interruptions

· Strong analytical, organization and problem solving skills.

· Demonstrated ability to structure work, maintain detailed records of transactions and demonstrate good judgment and the ability to prioritize workload.

· Ability to work Mon – Friday 8:30am-5:30pm.

· Ability to travel to Temple University Main Campus, Temple University Center City Campus as well as off-campus sites that may not be accessible via public transportation.

Preferred:

· Bachelor’s degree in business preferred.

· Experience with Temple software applications: Banner, Budget, Cognos, Concur, TUMarketplace, Kronos

· Experience in admissions recruitment, student services in an education or business setting.

· Understanding of MBA/MS programs and experience working with this student population.

This position requires a background check.

This position is assigned a hybrid work arrangement (on-campus and remote), the duration of this hybrid work arrangement is at the discretion of Temple University and the Department.

Temple University is committed to a policy of equal opportunity for all in every aspect of its operations, including employment, service, and educational programs. The University has pledged not to discriminate on the basis of age, color, disability, marital status, national origin or ethnic origin, race, religion, sex (including pregnancy), sexual orientation, gender identity, genetic information or veteran status.

Compliance Statement: In the performance of their functions as detailed in the position description employees have an obligation to avoid ethical, legal, financial and other conflicts of interest to ensure that their actions and outside activities do not conflict with their primary employment responsibilities at the institution. Employees are also expected to understand and be in compliance with applicable laws, University and employment policies and regulations, including NCAA regulations for areas and departments which their essential functions cause them to interact.

Temple University's Annual Security and Fire Safety Report contains statistics, policies, and procedures related to campus safety. Click here .

You may request a copy of the report by calling Temple University’s Campus Safety Services at 215-204-7900.

Primary Location Primary Location : Pennsylvania-Philadelphia-Main Campus-Alter Hall

Temple University is an Affirmative Action, Equal Opportunity Employer, m/f/d/v.

If you require assistance completing your application, please call 215-204-4008 or email [email protected] .

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