Data & Office Manager - Readvertised

Data & Office Manager

OIPR - Office of the President

Tsaile Campus

Duty Schedule:

Monday through Friday, 40 hours weekly

Summary/Objective of Position:

Reporting to the Executive Director of Institutional Planning and Reporting, this position is responsible for the clerical support and file/records management of the Office of Institutional Planning and Reporting at Dine' College. The position is responsible for the organization and coordination of office operations, procedures, and resources to facilitate the department service' effectiveness and efficiency. Oversees general data request for survey development, survey proctoring and survey reporting to support the goals of faculty and staff using softwares and Apple tablets.

Description of Essential Functions of the Position

Disclaimer: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Maintain Office Efficiency
* Provide basic clerical support and duties for the department personnel (i.e. manage incoming calls, meeting scheduling, welcoming guest, running errands, overseeing prep for travel, complete annual inventory, restock and order office supplies, etc.).
* Must have excellent skills in customer service, professional attitude, professional dress-code
*Must have experience in planning travel, hotel arrangement, airflights, rentals, etc. planning and department purchases. Implement tracking process and record keeping for all expenses for annual budget reporting to Supervisor.
* Develops and processes for completing Vehicle Request (VR). Implement tracking process and record keeping of VR.
* Develops processes for maintaining files and records.
* Follows up on submitted documents to Finance & Accounting to ensure timely processing.
* Assists the OIPR staff with paperwork (i.e. vehicle requests, travel advances, and purchase requisitions).
*Prepares conference room for meetings and sets up conference calls for meeting. Make calls for meeting scheduling with external departments and community entities.
*Send out delegation memos out to key leaders.

Maintain Office Records/Files
* Organizes and updates OIPR records and files, including correspondence and budget files.
* Files administrative paperwork for all OIPR staff.
* Updates administrative files in preparation of monthly, quarterly, and annual grant reporting.
*Manage data warehouse and assist with request for report collection for Audits and Accreditation reviews.
*Attends department meetings and captures meeting minutes. Types meeting minutes and submit.
Maintain Office Services
* Distribute, collect, and track reports among OIPR staff to ensure they are submitted on schedule.
* Assists students and community members when they visit Office.
* Opens and secures Office of Institutional Planning and Reporting in the morning and at end of work day.
* Manage and monitor budget expenditures, then report to the Executive Director within OIPR each month.
* OIPR - opens and closes Office, refills and re-stocks items, takes inventory, sends and maintains visitor contact logs for reporting purposes. Maintain a clean and safe, welcoming environment for the staff and visitors. Screens phone calls and transfers. Collect phone messages. Schedules meetings for the team with networking departments or customers.

Department Network & Support
* General Service Administration - reserves GSA vehicles for OIPR staff.
* Admissions & Outreach Office - assists OIPR Staff with processing equipment and operational supply orders.
* General Student Support/Events - assists with Diné College events and workshops. This includes proctoring student and employee surveys.

Data Survey Management
*Oversee Survey tablets and inventory
* Participate and oversee Graduation surveying efforts and set up among future DC graduates. Take part in several IRB studies involving data collection needed using surveying instruments.
*Process any data request for Survey set-up and proctoring per the requested timeline and criteria
*Set-up in-person survey collection events where needed.
* Produce survey reports and submit to requester
*Must have basic skills in data analyzing and use of Excel usage

*Other duties assigned by supervisor.
*Participate in professional development training where provided.

QUALIFICATIONS

Education & Experience

Minimum:

Associates degree in Office Administration or Business or closely related field. Two to five years experience as an administrative assistant or a relateable clerical position.

Preferred:

Bachelor degree in Office Administration or Business, or closely related field.

Knowledge:

Excellent time management skills and ability to multi-task and prioritize.
Strong organizational and planning skills.
Knowledge of office management responsibilities, system, and procedures.
High level skills with Microsoft Office software suite (data graph development, charts, etc.).
Basic skills regarding copying, answering phone calls, and working with an iPad Apple.
Knowledge and basic understanding regarding FERPA regulations in Higher Education (training can be provided).

Skills:

Possess the ability and willingness to learn new skills and technology.
Knowledge of budget management and basic accounting skills.
Travel, hotel, airline, rental experience in arrangement and booking. Compiling traveling reports and travel agendas.
Demonstrate confidentiality and discretion of sensitive information/access.
Ethics and trustworthiness, honesty in communication and information provided, including data and/or general reports.

Abilities:

Strong interpersonal, customer service and team skills.
Ability to work independently and interdependently.
Ability to work effectively with a wide range of people and diverse background.
Solid experience independently managing multiple tasks and responsibilities and sometimes competing priorities.
Practice and displays professional and ethical behavior and communication

Physical Requirements, Work Environment & Travel:

Long hours of sitting and using office equipment and computer.
Lifting of supplies and materials from time to time.

Other Requirement(s):

Ability to drive in snow, rain, mud, high traffic, city areas and have a valid driver license.