Hybrid Office Manager for Safety and Security and Physical Plant bei Saint Anselm College

Saint Anselm College, a private, liberal arts college in the Benedictine tradition, is seeking an Office Manager for both Safety and Security and Physical Plant. Reporting jointly to the Director of Safety and Security and the Director of Physical Plant, the Office Manager will oversee general office operations, and to perform a wide variety of clerical and administrative tasks for the Safety and Security and Physical Plant divisions.

CHARACTERISTIC DUTIES & RESPONSIBILITIES

• Oversee and carry out various day-to-day departmental administrative functions.
• Supervise one or more student employees:  interview and advise on hiring; training; planning and issuing daily work assignments; monitor work in progress and check completed work; assist with unusual or difficult tasks; plan staffing needs and work schedules. 
• Coordinate, initiate, prepare, process, and/or monitor various administrative/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/College personnel and/or outside individuals/organizations.
• Organize and maintain various departmental files and records, frequently involving cross-filing/cross-reference systems.
• Regularly interact with students and parents regarding parking on campus:  processing permits, answering inquiries about parking tickets and violations, and providing information about the appeal process.
• Perform a variety of tasks related to the development and maintenance of computerized departmental records using personal computers:  design and basic programming of appropriate data bases and data management/reporting systems using PC software; initial data base input; ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports.
• Develop and maintain various logs and other manual record-keeping systems related to assigned functions.
• Compile a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or others.
• Serve as administrative liaison with students, faculty, staff, parents, alumni, vendors, and/or other key department constituency: explain policies/procedures; answer various questions; coordinate services; handle special requests or problems.
• Perform other specialized or technical administrative tasks related to the department's primary function.
• Confer regularly with immediate supervisors, other department and College personnel, and/or various outside individuals/organizations to plan and coordinate activities, exchange information, resolve problems, and the like.
• Assist with general office secretarial work:  answer phones and perform reception duties; type/print using word processor correspondence, reports, etc.; order office supplies; maintain appointment calendars; set up meetings; photocopy; screen and distribute mail; and the like.
• Supervise student employees.

WORK SCHEDULE AND HYBRID WORK

This is a 40-hour per week hourly position. The work is performed primarily on campus, though hybrid work can be arranged periodically if necessary.

QUALIFICATIONS

Associate's degree in business or other appropriate discipline, plus three to four years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Broad base of general clerical/secretarial and office management knowledge and skills.
• Good basic administrative and organizational skills.  Experience in organizing and maintaining moderately complex filing and records systems.  Previous experience with computerized information systems.
• Good reading, writing and math skills.  Some bookkeeping/accounting training or experience may be desirable.
• Good basic supervisory skills; some previous supervisory experience desirable.
• Ability to deal effectively with a wide variety of individuals inside and outside of the College.

Physical Demands

This is a primarily sedentary position that requires use of standard office equipment.  Employee may be asked to lift up to 10 pounds on occasion. 

Successful candidates will be able to assist the college in advancing its Catholic identity and strategic priorities, which include institution-wide diversity and inclusiveness.