Office Manager - Department of Communication - College of LAS
About the role
The Department of Communications is searching for an Office Manager to provide administrative support for the Department of Communication's course schedule and class registration, procurement and office needs.
Responsibilities
Maintains course schedule, department contact with campus on scheduling matters.
Carefully coordinate all aspects of the department’s course schedule, in consultation with various department and campus units (i.e., the Department Head, Associate Head, Director of Undergraduate Studies, Academic Advisors, online program coordinators, and the appropriate units of the Office of the Registrar).
Resolve issues with class schedule at any point in the term, working with campus and department administration.
Manage record keeping systems, including course schedules.
Aid Director of Undergraduate Studies with creation of new courses as needed.
Aid students registering in courses, including providing information to students on class schedule and registration, notifying faculty and instructors each semester of the process for adding students to their courses, entering course overrides for students with proper approval, and informing approved students about how to register with an override.
Aid with grade submission and notify faculty, instructors, and teaching assistants of deadlines and missing grades.
Prepare supplemental grade report changes, maintaining confidentiality, securing appropriate department approval(s) and submitting in compliance with FERPA regulations.
Monitor electronic grade change system and notify Department Head, Associate Department Head, and Director of Undergraduate Studies when appropriate.
Provide information to the department related to scheduling classrooms for mid-term exams and final exams.
Inform faculty, instructors, and teaching assistants of policies related to exams and follow-up as needed.
Arrange for courses where the syllabus doesn’t follow the normal final exam schedule.
Make any special arrangements for mid-term, final, or review sessions and inform faculty, instructors, and teaching assistants.
Maintain academic integrity allegation cases in online system (FAIR).
Coordinate with department head on appeals and any other needs, while maintaining confidentiality.
Research and complete purchases for faculty and department, reviewing funding and determining appropriate source of funding and procurement method (T-Card, P-Card, iBuy purchase order, Banner purchase order).
Answer faculty inquiries that require investigation, interpretation, and explanation of university policies and procedures related to purchasing.
Work with the appropriate university offices to resolve problems.
Process reimbursement for expenses that cannot be pre-paid by another procurement method.
Serve as point of contact for walk-in guests, incoming phone calls, and department email account.
Distribute mail.
Complete copy work and scanning requests.
Schedule space and equipment.
Monitor office supplies and order as necessary to maintain consistent availability.
Contact Facilities and Services department for routine maintenance and cleanings, which includes submitting and monitoring work orders.
Support staff member coordinating renovation in contact with F&S and other units as needed.
Aid department administrators with scheduling meetings.
Distribute information about university programming and events, such as campus symposia and information about annual Campus Community Fund drive.
Aid with managing department renovation projects including working with vendors, securing quotes for evaluation, and processing vendor payments.
Qualifications
High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
Skills
Effective communication skills.
Interpersonal skills and professional acumen.
Commitment to creating an inclusive environment.
Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
Ability to remain calm and productive in a busy work environment with frequent interruptions.
Self-motivation, prioritization, and ability to pivot tasks.
Discretion and confidentiality in all business matters.
Knowledge of University and College requirements, procedures, rules and regulations.
Benefits
Health, Dental, Vision, Life Insurance.
Retirement Plan.
Paid time Off.
Tuition waivers for employees and dependents.