What are the responsibilities and job description for the Office Manager position at Colgate University?
Posting Details
Position Information
Job Category Support Staff
Position Title Office Manager
Full Time/Part Time Full Time
Division Dean of the College
Department Career Services
Hiring Wage/Salary Range $21.50 - $23.50
Determination
When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.
Benefits
Current Benefits
Colgate University is proud to offer in-depth, competitive benefits that support the health and wellbeing of our employees and their family. The majority of benefits are effective on the date of hire.
Health And Wellness:
We pride ourselves on the scope and quality of the benefits offered to our employees. We invite candidates to visit our Benefits page to learn more about our generous benefits package, which includes but is not limited to:
Comprehensive medical, dental, vision, behavioral health benefits, disability and life insurance, 403 B Retirement with employer core and matching contributions.
Paid Time Off:
Vacation time (varies based on position classification), sick time, 13.5 holidays including a Winter Recess between Christmas and New Year’s and 3 floating holidays.
Paid Family Leave:
After six months of employment, employees become eligible for up to 12 weeks of paid time off up to 67% of salary to a state maximum for bonding with a newborn, adopted or foster child, caring for a family member with a serious health condition or to help after a family member has been deployed to active military duty abroad.
Continuing Education And Professional Development:
Employees and their spouse/domestic partner may take up to 2 courses per semester at Colgate, tuition free with a $20 per course registration fee.
Funding for work related courses to obtain an undergraduate or graduate degree related to your current position.
After 7 years of service in an eligible position an employee’s eligible children may be awarded up to half of Colgate’s tuition to attend an accredited college, university or trade school of their choice.
Along with a generous benefits package, additional perks unique to Colgate University include but are not limited to free on campus parking, free gym membership with discounts for family members, reduced Seven Oaks Golf Course memberships, University Bookstore discount, free library access, 3 free tickets for any regular season athletic home event, access to Colgate owned Bewkes Center and Glendening Boathouse, free access to all cultural events.
Department Statement
The office manager is an essential member of the Career Services team. They are a welcoming and informative first point of contact for all visitors (students, faculty, alumni, staff, and family) to Benton Hall. This professional oversees Career Services’ front desk alongside a team of student interns, who they supervise. This team manages advisers’ appointment schedules, conducts simple intake for over 5000 appointments annually, and refers students to appropriate resources. They employ a positive and calm attitude to ensure constituent needs are met quickly and accurately. It is a priority to ensure constituents of all backgrounds feel welcomed and supported by our team.
The office manager serves as the department’s point person to partner with colleagues from the Dean of the College division, Provost and Dean of Faculty office, Registrar, Information Technology Services, Budgeting and Control, Accounting, Facilities/Custodial Services, Student Employment, and external vendors to meet the team’s operational needs. Alongside the assistant vice president and senior associate director of operations and assessment, this colleague monitors and supports budgetary planning and disbursement processes for the office. This is a high-impact position for someone excited about working alongside a cohesive team that thrives in a fast-paced, high-volume, student-facing office.
Accountabilities
Responsible for serving as the initial point of contact in Benton Hall (Career Services) for students, alumni, employers, faculty, and parents who visit in-person or contact the office via a phone call or email. Conducts intake with student clients and refers them to appropriate resources, services, and programs. Responsible for communicating themes and patterns of constituent inquiries and challenges to team leaders.
Responsible for anticipating and appropriately addressing the team’s operational needs alongside partners from areas such as Information Technology Services, Budgeting and Control, Accounting, Facilities/Custodial Services, and Student Employment. Ensures that necessary resources and processes are in place for the team to maintain a high level of efficiency and productivity. This may include placing and following through on work orders, contacting service providers to manage office equipment, ensuring the team’s IT needs are met, ordering supplies, etc. Responsible for the overall facility management of Benton Hall, including room scheduling for campus programming occurring in the building, coordinating with custodial staff to maintain cleanliness, and assisting guests with accessing technology.
Responsible for orchestrating the team’s student intern hiring, payroll, and ongoing employment of over 20 student staff members in coordination with the Office of Student Employment. Directly supervise a small team of student interns who support the front desk management.
Accountable to collect and process basic data (e.g.: budgetary projections, room utilization, appointment tracking and availability). Gathers information regarding student satisfaction with services and resources and supports the compilation of data for monthly and annual reporting. Manage disbursement requests, grant distributions, and vendor invoice payments with accuracy and detail-orientation.
Technical Competencies
Name Office Productivity
Description
Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS , CMS , and Google) to include: collecting, updating, formatting, and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes, and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts, and email correspondence for department staff.
Name Event Planning
Description
Demonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration. Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors. Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants. Demonstrated ability to communicate all aspects of planning events. Demonstrated ability to quickly, efficiently, and inexpensively alter plans.
Name Travel Logistics
Description
Demonstrated ability to effectively create travel plans involving multiple modes of transportation, destinations, and lodging. Demonstrated ability to quickly, efficiently, and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within university travel restrictions and guidelines.
Name Technical Data Systems
Description
Demonstrated ability to utilize relevant data systems/software, e.g. Enterprise Resource Planning tool (Banner), Business Intelligence (Tableau). Demonstrated ability to enter, manipulate, query, and export all data sets used in day-to-day situations. Demonstrated ability to use all day-to-day and core functionality of all relevant systems.
Name Administrative Procedures
Description
Demonstrated mastery of commonly used Colgate and divisional/functional administrative policies and practices. Has knowledge sufficient to follow administrative procedures and processes that are most critical to the department. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes. Demonstrated ability to effectively pull together sensitive and moderately complex data and information into an organized and cohesive product.
Name Customer Service
Description
Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively, and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods.
Name Domain-Specific Skills
Description
Demonstrated ability to serve as an ambassador to external constituents,such as alumni, parents, friends, government officials, donors, and members of volunteer groups including the Board of Trustees, Alumni Council, and Parents’ Steering Committee.
Behavioral Competencies
Name Personal Accountability for Results
Description
Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.
Name Effective Communication
Description
Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.
Name Problem Solving and Decision Making
Description
Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.
Name Change Management
Description
Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.
Name Leadership and Teamwork
Description
Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.
Name Creativity and Innovation
Description
Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.
Name Diversity and Inclusion
Description
Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.
Name Sustainability
Description
Understands the impact of decision making and personal behavior in achieving the university’s commitment to a sustainable and carbon-neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.
Requirements
Professional Experience/ Qualifications
A high school diploma or equivalent required.
An Associate’s or Bachelor’s degree is preferred.
Certifications
Physical Requirements
Other Information
Posting Detail Information
Requisition Number 2024S049Posting
Temporary No
Work Schedule
Job Open Date 06/07/2024
Job Close Date
Open Until Filled Yes
Special Instructions Summary
EEO Statement
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veteran Status, sexual orientation and gender identity and expression, genetic information, victims of domestic violence and stalking, familial status, and all other categories covered by law. This policy shall apply to all employment actions, including but not limited to recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training at all levels of employment. Colgate University will not discharge or discriminate against employees or applicants who inquire about, discuss, or disclose their own compensation or the compensation of another employee or applicant. Colgate University is an Equal Opportunity Employer. Minorities/Females/Persons with Disabilities/Protected Veterans are encouraged to apply.
Clery Act
CAMPUS CRIME REPORTING AND STATISTICS
The Department of Campus Safety will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance . Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu .
Position Information
Job Category Support Staff
Position Title Office Manager
Full Time/Part Time Full Time
Division Dean of the College
Department Career Services
Hiring Wage/Salary Range $21.50 - $23.50
Determination
When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.
Benefits
Current Benefits
Colgate University is proud to offer in-depth, competitive benefits that support the health and wellbeing of our employees and their family. The majority of benefits are effective on the date of hire.
Health And Wellness:
We pride ourselves on the scope and quality of the benefits offered to our employees. We invite candidates to visit our Benefits page to learn more about our generous benefits package, which includes but is not limited to:
Comprehensive medical, dental, vision, behavioral health benefits, disability and life insurance, 403 B Retirement with employer core and matching contributions.
Paid Time Off:
Vacation time (varies based on position classification), sick time, 13.5 holidays including a Winter Recess between Christmas and New Year’s and 3 floating holidays.
Paid Family Leave:
After six months of employment, employees become eligible for up to 12 weeks of paid time off up to 67% of salary to a state maximum for bonding with a newborn, adopted or foster child, caring for a family member with a serious health condition or to help after a family member has been deployed to active military duty abroad.
Continuing Education And Professional Development:
Employees and their spouse/domestic partner may take up to 2 courses per semester at Colgate, tuition free with a $20 per course registration fee.
Funding for work related courses to obtain an undergraduate or graduate degree related to your current position.
After 7 years of service in an eligible position an employee’s eligible children may be awarded up to half of Colgate’s tuition to attend an accredited college, university or trade school of their choice.
Along with a generous benefits package, additional perks unique to Colgate University include but are not limited to free on campus parking, free gym membership with discounts for family members, reduced Seven Oaks Golf Course memberships, University Bookstore discount, free library access, 3 free tickets for any regular season athletic home event, access to Colgate owned Bewkes Center and Glendening Boathouse, free access to all cultural events.
Department Statement
The office manager is an essential member of the Career Services team. They are a welcoming and informative first point of contact for all visitors (students, faculty, alumni, staff, and family) to Benton Hall. This professional oversees Career Services’ front desk alongside a team of student interns, who they supervise. This team manages advisers’ appointment schedules, conducts simple intake for over 5000 appointments annually, and refers students to appropriate resources. They employ a positive and calm attitude to ensure constituent needs are met quickly and accurately. It is a priority to ensure constituents of all backgrounds feel welcomed and supported by our team.
The office manager serves as the department’s point person to partner with colleagues from the Dean of the College division, Provost and Dean of Faculty office, Registrar, Information Technology Services, Budgeting and Control, Accounting, Facilities/Custodial Services, Student Employment, and external vendors to meet the team’s operational needs. Alongside the assistant vice president and senior associate director of operations and assessment, this colleague monitors and supports budgetary planning and disbursement processes for the office. This is a high-impact position for someone excited about working alongside a cohesive team that thrives in a fast-paced, high-volume, student-facing office.
Accountabilities
Responsible for serving as the initial point of contact in Benton Hall (Career Services) for students, alumni, employers, faculty, and parents who visit in-person or contact the office via a phone call or email. Conducts intake with student clients and refers them to appropriate resources, services, and programs. Responsible for communicating themes and patterns of constituent inquiries and challenges to team leaders.
Responsible for anticipating and appropriately addressing the team’s operational needs alongside partners from areas such as Information Technology Services, Budgeting and Control, Accounting, Facilities/Custodial Services, and Student Employment. Ensures that necessary resources and processes are in place for the team to maintain a high level of efficiency and productivity. This may include placing and following through on work orders, contacting service providers to manage office equipment, ensuring the team’s IT needs are met, ordering supplies, etc. Responsible for the overall facility management of Benton Hall, including room scheduling for campus programming occurring in the building, coordinating with custodial staff to maintain cleanliness, and assisting guests with accessing technology.
Responsible for orchestrating the team’s student intern hiring, payroll, and ongoing employment of over 20 student staff members in coordination with the Office of Student Employment. Directly supervise a small team of student interns who support the front desk management.
Accountable to collect and process basic data (e.g.: budgetary projections, room utilization, appointment tracking and availability). Gathers information regarding student satisfaction with services and resources and supports the compilation of data for monthly and annual reporting. Manage disbursement requests, grant distributions, and vendor invoice payments with accuracy and detail-orientation.
Technical Competencies
Name Office Productivity
Description
Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS , CMS , and Google) to include: collecting, updating, formatting, and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes, and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts, and email correspondence for department staff.
Name Event Planning
Description
Demonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration. Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors. Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants. Demonstrated ability to communicate all aspects of planning events. Demonstrated ability to quickly, efficiently, and inexpensively alter plans.
Name Travel Logistics
Description
Demonstrated ability to effectively create travel plans involving multiple modes of transportation, destinations, and lodging. Demonstrated ability to quickly, efficiently, and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within university travel restrictions and guidelines.
Name Technical Data Systems
Description
Demonstrated ability to utilize relevant data systems/software, e.g. Enterprise Resource Planning tool (Banner), Business Intelligence (Tableau). Demonstrated ability to enter, manipulate, query, and export all data sets used in day-to-day situations. Demonstrated ability to use all day-to-day and core functionality of all relevant systems.
Name Administrative Procedures
Description
Demonstrated mastery of commonly used Colgate and divisional/functional administrative policies and practices. Has knowledge sufficient to follow administrative procedures and processes that are most critical to the department. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes. Demonstrated ability to effectively pull together sensitive and moderately complex data and information into an organized and cohesive product.
Name Customer Service
Description
Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively, and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods.
Name Domain-Specific Skills
Description
Demonstrated ability to serve as an ambassador to external constituents,such as alumni, parents, friends, government officials, donors, and members of volunteer groups including the Board of Trustees, Alumni Council, and Parents’ Steering Committee.
Behavioral Competencies
Name Personal Accountability for Results
Description
Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.
Name Effective Communication
Description
Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.
Name Problem Solving and Decision Making
Description
Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.
Name Change Management
Description
Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.
Name Leadership and Teamwork
Description
Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.
Name Creativity and Innovation
Description
Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.
Name Diversity and Inclusion
Description
Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.
Name Sustainability
Description
Understands the impact of decision making and personal behavior in achieving the university’s commitment to a sustainable and carbon-neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.
Requirements
Professional Experience/ Qualifications
- Minimum of two (2) years of office experience with a high degree of autonomy required or the equivalent combination of education and experience.
- Self-starter who is able to exercise good judgment, anticipate needs, make independent decisions, and solve problems.
- Versatile team player who enjoys collaborating with colleagues to complete tasks and also independently holding oneself accountable to advance assignments.
- Extremely well-organized and detail-oriented, with excellent follow-through and diligence.
- Strong interpersonal and customer services skills. Able to balance multiple priorities while dealing with frequent interruptions.
- Strong written communication skills; excellent proofreading and grammar skills.
- Ability to exercise tact, discretion, diplomacy, and confidentiality.
- Skilled in data compilation and comfort with basic analysis.
- Ability to work in a fast-paced environment.
- Strong proficiency with and interest in utilizing technology (i.e. Word, Excel, and Google Apps) to complete operational tasks. Highly proficient with computer applications and willing to learn department-specific software.
- Enjoys interacting with a diverse group of faculty, staff and students.
- Supervisory experience.
- Interest in continuous professional development.
- Appreciation for and understanding of a liberal arts university.
- Familiarity with Colgate University.
A high school diploma or equivalent required.
An Associate’s or Bachelor’s degree is preferred.
Certifications
Physical Requirements
Other Information
Posting Detail Information
Requisition Number 2024S049Posting
Temporary No
Work Schedule
Job Open Date 06/07/2024
Job Close Date
Open Until Filled Yes
Special Instructions Summary
EEO Statement
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veteran Status, sexual orientation and gender identity and expression, genetic information, victims of domestic violence and stalking, familial status, and all other categories covered by law. This policy shall apply to all employment actions, including but not limited to recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training at all levels of employment. Colgate University will not discharge or discriminate against employees or applicants who inquire about, discuss, or disclose their own compensation or the compensation of another employee or applicant. Colgate University is an Equal Opportunity Employer. Minorities/Females/Persons with Disabilities/Protected Veterans are encouraged to apply.
Clery Act
CAMPUS CRIME REPORTING AND STATISTICS
The Department of Campus Safety will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance . Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu .
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