Administrative Manager

JOB SUMMARY:

Oversee and manage the daily operations in multiple CCV centers, including providing direction and oversight of administrative staff, providing quality customer service and ensuring administrative processes are followed. Supervise and train administrative support staff. Enhance the teaching and learning focus of the centers by coordinating administrative functions and activities that support the teaching and learning environment. Works cooperatively with and under the direction of the Regional Director.

Essential Functions:

• Schedule and direct academic center administrative teams including administrative staff, work study students and temporary workers. Conduct training and performance reviews.
• Supervise staff and manage logistics for daily operations, including providing coverage for administrative staff responsibilities on either a regularly scheduled basis or ad hoc as may be necessary. This includes but is not limited to opening and closing buildings, providing customer service to center walk-ins, scheduling appointments, in-person classroom set-up and teaching labs.
• Coordinate, oversee, and support registration and start-of-semester activities with administrative teams at multiple centers.
  Plan and assign work related to admissions, assessment, registration, and student payment duties as needed to support center registration schedules.
• Ensure admin staff apply CCV and VSC policies and procedures and that they are proficient with technology, equipment, and systems relating to student, faculty and staff support.
• Ensure admin staff are assigned to adequately support daily operations, including online and in-person classes.
• Assign and direct staff to open and close buildings, including evenings and weekends as appropriate. Monitor and analyze building usage. Serve as primary support for evening and weekend staff.
• Evaluate administrative processes and training materials for efficiencies. Standardize processes region-wide.
• Supervise and assist staff with plan logistics for special events at the centers, including Faculty Dinners and access days, as well as college-wide events such as graduation and staff development day.
• Work with and be responsive to internal constituents (e.g., IT, Business Office, CCV Administration) to ensure that building operations meet the needs of all residents.
• Manage hiring and end of employment processes for temporary workers.
• Manage, perform, or coordinate office mailings and communications to students as requested by academic staff leadership.
• Manage, perform, or coordinate course data entry. Plan and assign admissions, assessment, registration, and student payment duties as needed to support office registration schedules.
• Manage expenditures for building maintenance, stocking and ordering supplies, and other operational necessities.
• Ensure admin staff follow CCV and VSC policies and procedures for purchase order and expense procedures.
• Participate in academic center, regional and college-wide committees, meetings and activities as appropriate.
• Other duties as assigned.

Supervisory Responsibility: Supervision of administrative staff, temporary workers, and student workers

MINIMUM QUALIFICATIONS: (Education, Experience, Knowledge, Skills and Abilities)

Education and Experience: Associate’s degree plus 4-7 years of experience managing an office or combination of education and experience from which comparable knowledge and skills are acquired. Must have direct supervisory experience.

Preferred: Bachelor’s degree with at least three years of experience successfully managing administrative staff is desirable.

Knowledge, Skills and Abilities:

• Demonstrated prior supervisory experience in a small office setting (preferred)
• Superior customer service and interpersonal communication skills
• Strong administrative and organizational skills.
• Excellent conflict resolution and problem-solving skills
• Superior multi-tasking skills; detail oriented with a big picture perspective
• Knowledge and proficiency with database and complex systems and applications
• Ability to understand and interpret budget reports
• Ability to work effectively with a wide variety of individuals, problem solve personnel and work issues, and work collaboratively as the leader of a team.

Physical Requirements and Working Conditions: Duties performed causes light fatigue of eyes, fingers, or other faculties as a result of repetitive motion and/or long periods of standing or sitting. Duties require some physical effort in work with light to moderate (up to 25lbs) easy-to-handle materials. Job is performed in general office, in mechanical rooms, or comparable working area with frequent distractions and noises. Work schedule may vary during high volume periods. Occasional handling of chemicals and disposal of waste. 

This general outline illustrates the type of work which characterizes the job classification.  It is not an all-encompassing statement of the specific duties, responsibilities and qualifications of individual positions assigned to the classification.

CCV values individual differences that can be engaged in the service of learning. Diverse experiences from people of varied backgrounds inform and enrich our community. CCV strongly encourages applications from historically marginalized and underrepresented populations. CCV is an Equal Opportunity Employer, in compliance with ADA requirements, and will make reasonable accommodations for the known disability of an otherwise qualified applicant.

All new full-time employees and certain part-time employees will be subject to a criminal background check. Any offer of employment is contingent upon the satisfactory results of this check. 

Application Instructions:

In order to be considered, please submit a complete application package which includes a cover letter, resume/CV, employment application and contact information for three professional references at: http://ccv.edu/learn-about-ccv/employment.