Office Manager

Responsibilities

• Serves As The General Point Of Contact For The Office In The Areas Of Organizing And Coordinating Office Operations And Procedures In Order To Ensure Organizational Effectiveness And Efficiency.
• This Includes Designing And Implementing Office Policies, Establishing Standard Operating Procedures To Minimize Duplicative Efforts, And Providing Support To All Members Of The Office.
• Manages Coordination Of The Following For The Provost Office
• Supervision of Wage Support - recruits, trains, schedules, and supervises wage employees. This includes assigning tasks, monitoring workload and performance, ensuring consistency in service, and providing ongoing guidance and feedback to maintain efficiency and professionalism.
• Maintaining In-Person/Reception Coverage - responsible for ensuring consistent front-office coverage during business hours. This typically involves developing and managing staff schedules for wage employees or other support staff. May provide backup coverage as needed, but the primary role is to coordinate coverage rather than serve as the sole receptionist.
• Conference Room Scheduling - oversees the scheduling and use of shared conference spaces, including maintaining calendars, resolving conflicts, coordinating room setup, and ensuring necessary technology or materials are available.
• Onboarding/Exit Process - coordinates administrative aspects of employee onboarding and offboarding. This includes preparing workspaces, facilitating access to systems, coordinating with HR and IT as needed, collecting or distributing necessary documentation, and ensuring a smooth transition for new hires and departing staff (e.g., equipment return, system access removal, and knowledge transfer support).
• File Management - establishes and maintains organized systems (digital and physical) for recordkeeping. Ensures documents are properly stored, labeled, and accessible in accordance with university policies and confidentiality standards.
• Gift Tracking - manages the tracking and documentation of gifts received or distributed by the Provost Office, in alignment with institutional policies. This may include logging items, maintaining inventories, and ensuring compliance with reporting or stewardship requirements.
• Affiliate Setup/Access - coordinates the administrative process for affiliates (e.g., visiting scholars, consultants, or temporary collaborators) to obtain necessary institutional access. This includes facilitating system access, workspace arrangements, and coordination with relevant offices.
• Office Condition and Environment - oversees the overall functionality, organization, and professionalism of the office space. This includes monitoring cleanliness, supply levels, and workspace setup; coordinating maintenance or facilities requests; and ensuring the environment is a welcoming atmosphere for visitors and staff.
• Fiscal And Purchasing Support
• Works to reconcile specific purchasing transaction items to ensure the fiscal viability of the Office of the Provost’s financial records.
• Manages coordination of the following for the Provost Office:
• Billing and Processing of Special Payments - coordinates the preparation and processing of non-routine or special payments (e.g., honoraria, stipends, guest speakers, one-time services). This includes gathering required documentation, ensuring compliance with university and foundation policies, submitting payment requests through appropriate systems, and tracking payments through completion.
• Preparation and Recording Check Requests and Purchase Orders - prepares and submits check requests and purchase orders in accordance with procurement guidelines. Ensures appropriate documentation, approvals, and account coding are in place.
• Travel Coordination - coordinates the administrative aspects of travel, including the preparation and submission of pre-authorizations in advance of travel and the management of post-travel reimbursements. Ensures all submissions are complete, properly documented, and compliant with institutional policies.
• Reconciliation - performs regular reconciliation of financial transactions across accounts (e.g., P-Card, departmental budgets, foundation funds). Reviews transactions for accuracy, resolves discrepancies, ensures proper documentation, and maintains up-to-date financial records.
• Food and Beverage Approvals - coordinates the review and submission of food and beverage expenses for approval. Ensures requests meet institutional guidelines, are properly justified, and include all required documentation prior to purchase or reimbursement.
• Ordering/Purchasing of Supplies - manages the procurement of office supplies and materials. This includes identifying needs, placing orders through approved vendors, and maintaining appropriate inventory levels.
• Desktop And Facilities Support
• Provides limited desktop support and liaises with ITS and the help desk with the Office of the Provost desktop and computer equipment needs.
• Works with the Vice Provost for Academic Administration on space assignments and liaises with Facilities in support of new space requests and renovation projects.
• Manages coordination of the following for the Provost Office:
• CASO Liaison/Building Access - serves as the primary point of contact with central administrative or facilities offices (e.g., CASO) regarding building and suite access. Coordinates requests for building entry, card access permissions, and resolves access-related issues for staff and affiliates.
• Key Control - maintains oversight of physical key distribution and key request forms, ensuring compliance with institutional policies for secure access.
• Software Licenses - coordinates the tracking, renewal, and allocation of software licenses used within the office. Does not manage licensing systems directly, however, ensures continuity and compliance through coordination.
• Conference Room Technology - oversees the functionality and readiness of technology in shared meeting spaces. This includes coordinating setup for meetings (e.g., MS Teams/Zoom, projectors, microphones), troubleshooting basic issues, and escalating more complex problems to IT.
• Space/Move Coordination - coordinates office space assignments and physical moves in coordination with the Provost Office leadership. This includes planning workspace changes, communicating with affected staff, coordinating with facilities and IT for setup (furniture, equipment, connectivity), and ensuring minimal disruption during transitions.
• Work Orders - submits and tracks facilities-related work orders (e.g., repairs, maintenance, furniture needs). Ensures requests are clearly documented, monitors progress, and follows up to confirm completion.
• Internal MOUs and Agreements from Facilities - coordinates the development, tracking, and maintenance of internal memoranda of understanding (MOUs) or service agreements related to space use, renovations, or facilities-supported projects. This may include ensuring terms are documented, routing agreements for approval, and maintaining records for reference and compliance.
• SharePoint/Teams Support - provides coordination and basic support for collaboration platforms used within the office. This includes helping to organize file structures, manage permissions, support team site setup, and assist staff with basic functionality.
• Telecommunications - coordinates office phone and communication services, including setting up new lines, managing voicemail or call routing, troubleshooting issues, and serving as a liaison with telecommunications providers or internal support teams.
• Equipment, including Maintenance and Surplus of Items - maintains an inventory of office equipment (e.g., computers, printers, shared devices), coordinates routine maintenance, and facilitates repair or replacement as needed. Also manages the surplus process for outdated or unused equipment, ensuring proper documentation and compliance with institutional policies.
• Special Projects
• Provides coordination and administrative support for selected programmatic and operational initiatives and projects related to academic affairs, faculty, research, and student life, as assigned by the Director of Provost Administration and Operations.
• Helps facilitate communication, organization, and information sharing that supports the Provost Office.
• Initiative and Project Special Events - coordinates logistical and administrative support for events associated with strategic initiatives, special projects, and leadership priorities. This includes scheduling, securing space, and ensuring alignment with budget and institutional policies. Works closely with project leads to ensure events are well-organized and effectively executed.
• Records Management - coordinates the management of office records in compliance with university and Commonwealth of Virginia requirements. This includes identifying and organizing records (both electronic and physical), applying appropriate records retention schedules, and ensuring records are securely stored, accessible, and maintained throughout their lifecycle.
• Staff Events - works closely with the Director to coordinate and support internal staff events and monthly administrative meetings. Responsibilities include assisting with planning and logistics, scheduling, preparing agendas and materials, and coordinating communications. Also helps track follow-up items and supports ongoing engagement and collaboration among staff.

Qualifications

• High school diploma or equivalent combination of education and experience;
• Demonstrated experience (typically at least 1 year) managing office operations, administrative procedures, and financial processes, including purchasing, travel, reimbursements, procurement, and reconciliation;
• Proven experience in office management, administration, or a related role;
• Supervisory experience, including either direct supervision of staff or managing and coordinating teams;
• Demonstrated customer service experience, with the ability to provide professional, responsive, and solutions-oriented support to internal and external stakeholders;
• Experience coordinating travel arrangements, processing reimbursements, and managing purchasing activities.