Office Manager

Office Manager Job Purpose

The Office Manager manages the Academic Advising & Planning Center (AAPC) administrative operations, front desk and reception area. Serves as primary campus contact, administrative support and customer service representative for Achieve (formerly Appointment Manager) software. Supervises front desk student employees; maintains student and office records system and inventories; orders and tracks office supplies and office budget; provides assistance with data entry and troubleshoots technical issues for students and staff.

Serves as administrative support to the AAPC Director and Associate Director.

• Customer Service: Provide direct management and customer service relations in the front desk and reception area. Triage a wide range of academic matters on the telephone, in person, and virtually and use individual discretion when providing assistance related to departmental and campus policies and procedures, while redirecting traffic to appropriate campus offices and adhering to FERPA guidelines. Schedule student appointments with academic advisors and manage the staff calendars as necessary.
  
  Monitor office voicemail and respond to messages daily. Monitor the AAPC general advising email and respond to inquiries in a timely manner; refer questions to the Advisor‑on‑Call when appropriate.
• Supervision: Hire, train, supervise and schedule front desk student employees in the AAPC. Manage the recruitment process and all employment paperwork. Develop and maintain a training manual and implement new and ongoing training and professional development for front desk student employees. Monitor front desk student employees to ensure they answer the telephone and greet visitors in a professional manner and provide exceptional customer service.
  
  Develop, maintain, and manage a workflow assignment process and delegate tasks to front desk student employees as needed.
• Administrative Oversight: Plan and coordinate the office operations and manage their implementation, including Quick Question Drop‑In, Advisor on Call scheduling, telework scheduling, and departmental calendars. Assist with technology‑based and in‑person administrative tasks and processes for AAPC during mandatory advising and New Student Orientation including removing registration holds when appropriate, setting PINs, and other data management or collection related tasks, as directed by AAPC Director or Associate Director.
  
  Assist and support AAPC social media communications, as needed. Oversee scheduling and manage processes related to special student populations for targeted advising programs (e.g., transfer students, conditionally readmitted students, students taking summer session classes prior to matriculating as degree‑seeking students). Manage administrative tasks relative to staff meetings and professional development workshops including scheduling meetings and their location, organizing materials as needed, including recording and distributing minutes from AAPC staff meetings after each meeting.
  
  Support departmental programmatic efforts by securing event locations and communicating with program participants. Support and serve on departmental committees and committee initiatives, with special focus on those that impact specified areas of responsibility. Work on projects and initiatives as assigned by the Director and Associate Director. Work collaboratively with the Data Coordinator to assist with the collection and reporting of data as requested by the AAPC Director and serves as backup support in absence of the Data Coordinator.
• Logistics: Maintain up‑to‑date inventory of all office equipment and keys, ordering replacements as necessary. Troubleshoot computer and photocopier equipment problems and consult with appropriate personnel for their resolution. Order and track office supplies and print resources, based on staff needs and in consultation with the AAPC Director. Maintain a college PCard, abiding by its use policies, keep records of all purchasing receipts and reconcile receipts by the appointed monthly deadline.
  
  Help maintain internal budget records and generate budget reports as requested by…