Office Manager

About the role

The University of Pikeville is seeking a full-time, grant‑funded Office Manager for the Center for Career, Vocation, and Leadership. The Office Manager provides comprehensive administrative, clerical, and operational support for the Center, serving as the primary point of contact for students, alumni, employers, faculty, staff, and community partners. This role coordinates daily office operations, manages career‑related systems, supports events and activities, and maintains accurate records and reports to ensure effective delivery of career services, employer engagement initiatives, and professional development programming.

Responsibilities

• Serve as the first point of contact for visitors to the Center and provide professional, courteous assistance to students, alumni, employers, faculty, staff, and community partners.
• Manage general office communications, including incoming telephone calls, departmental email accounts, correspondence, and inquiries.
• Schedule career coaching, counseling, and professional development.
• Prepare meeting agendas, record meeting minutes, and provide general administrative support to the Director and departmental staff.
• Process and track purchase orders, check requests, invoices, expenditure reports, and other financial documentation.
• Order office supplies, maintain departmental forms, and assist with inventory and resource management.
• Maintain and update career management platforms, such as Career Link powered by Simplicity, including approving job postings, managing employer accounts, and updating student profile information.
• Coordinate logistics for career fairs, workshops, employer information sessions, and other departmental programs.
• Arrange room reservations, catering, audiovisual equipment, signage, name tags, materials, and other event‑related needs.
• Assist with tracking student participation, employer engagement, and program.
• Compile data and generate reports related to first‑destination surveys, graduate career outcomes, and other departmental initiatives.
• Submit and track maintenance requests for office repairs, equipment issues, relocations, or facility needs.
• Ensure office equipment is maintained and operational.
• Provide oversight, direction, and support to student workers or other administrative staff assigned to the Center.
• Maintain confidentiality and handle sensitive student, alumni, employer, and University information appropriately.
• Build and maintain positive working relationships with faculty, staff, students, alumni, employers, corporate recruiters, and community partners.
• Perform other duties as assigned.

Requirements

Bachelor's degree or an Associate degree with one to two years of relevant experience in higher education, career services, office administration, or a related field.

Qualifications

Advanced proficiency with Microsoft 365 (Word, Excel, Outlook, PowerPoint) and ability to learn and effectively use career management systems such as Simplicity or similar CRM/database platforms.

Skills

• Strong interpersonal, written, and verbal communication skills
• Excellent customer service skills and ability to interact professionally with a diverse range of individuals
• Strong organizational skills with demonstrated ability to manage multiple priorities, meet deadlines, and maintain accuracy in a high‑traffic office environment
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information appropriately
• Ability to work independently on routine assignments while recognizing when issues should be referred to the Director
• Experience coordinating events, managing administrative processes, or supervising student workers (preferred)