Office Manager- Student Services

SUMMARY

The Office Manager for the Chief Student Services Officer (CSSO) plays a pivotal role in supporting the administrative and operational functions of Student Services at Jackson College. This position requires a combination of organizational skills, attention to detail, and the ability to work under pressure while maintaining a high level of professionalism. Additionally, this position has an ongoing responsibility for assignments requiring use of technical skills, independent judgment, organization and coordination skills needed to manage the work of the Chief Student Services Officer, and providing limited support to the administrators in Student Services.

This work may be of a confidential and sensitive nature. Assigned duties may include management and technical tasks, managing and supervising student worker staff, and working with faculty and faculty committees. These require a thorough knowledge of College policies, procedures, and programs. Coordinate CSSO meetings and area needs with the Chief of Staff.

• Provides administrative support services to the CSSO and limited support to the departments that report to the CSSO.
• Manages the flow of information through the CSSO’s office, both paper-based and in the electronic environment, and responding independently when possible.
• Act as primary point of contact for the office, handling inquiries and communications from faculty, staff, students, and external parties.
• In the absence of the CSSO uses creative problem-solving and directs concerns to appropriate personnel.
• Maintains Student Services’ web site in coordination with the Chief Student Services Officer, Student Services Administrators and Marketing.
• Arrange registration, travel accommodations, travel forms and meeting arrangements for the Chief Student Services Officer, and other department administrators.
• Oversees agenda and materials for Student Services Leadership Meetings, recording of minutes and posting online.
• Initiates and composes general and confidential correspondences, minutes, reports, forms, requisitions, notifications, schedules, listings, and distributes as necessary.
• Monitors and reports that Student Services Administrators are holding departmental meetings. Includes monitoring of weekly reports and provides follow-up messaging to ensure timely information sharing and task completion.
• Supervises, trains and assigns student workers, particularly in the use of technology and quality tools.
• Organize and coordinate meetings and events related to Student Services, including preparing agendas, minutes, and relevant materials.
• Develops, plans for, and facilitates the implementation of special projects, solutions and procedures.
• Documents processes, maintains data files, and supports the Student Services environment in information and reporting needs.
• Processes Professional Activity Requests for Student Services administrators and staff. Ensures compliance with Travel Policy and Travel Voucher reimbursement requests.
• Processes Purchase Order Requisition s and Vouchers that require CSSO approvals to ensure purchasing policy is followed and budgets are maintained.
• Process and ensure all stipend requests requiring CSSO approval are accurate and have been completed as described.
• Lead or contribute to special projects assigned by the CSSO which may include research, data analysis, report preparation, and presentations.
• Work with Institutional Research and CSSO office to maintain college policies.
• Responsible for understanding, supporting and actively demonstrating the College’s beliefs, values, mission and vision and being in agreement to be evaluated by same.

Assigns and directs the work of student employees.

Internal:
Student Services administrative leadership and staff, Information Technology, and most other administrative offices on campus, occasionally in stressful circumstances.

External:
Disseminates information to students, other academic institutions and community members. Public contact encompasses providing or receiving information on request.

To perform this job…