Office Manager

FSLA Type: Non-Exempt

Salary Range: $35,000-$38,000 (Hourly Position)

Reports To: President

Terms of Employment: Academic Yearly (July 1 - June 30)

Opening Date: 08/11/2025

General Summary

The Office Manager of the Office of the President provides high level administrative assistance in support of the office. The Office Manager is a trusted individual who always maintains confidentiality. The Office Manager manages the day-to-day operations for the office and is counted on to keep the office running efficiently. Responsibilities include managing the flow of students, faculty, staff, and others who enter the office and referring them as needed to the appropriate office at the College. The Office Manager has knowledge of the College's policies and understand and respects the College's Mission, Vision, Ethical and Spiritual Values, biblical Foundation Statement, and Christian Philosophy of Education.

Essential Duties and Responsibilities

• Perform general office duties to include answering the telephone, routine telephone calls and messages to the president; preparing correspondence and memos; photocopying, filing, and keeping files current; opening and sorting incoming mail and correspondence; ordering supplies and prioritizing communication that the President needs to review.
• Greet and serve all visitors, students, faculty, staff, and administrators.
• Develop, maintain, and communicate to the President accurate information regarding calendar of appointments, travel, correspondence, and report deadlines.
• Prepare/submit online requisitions for goods and/or services to the Enterprise Resource Planning (ERP) system (i.e., Jenzabar) and to the Business Office.
• Ensure Request to Advertise and Recommend Hiring packages have all required documentation and signatures.
• Prepare letters of employment, acceptance, and termination in accordance with documentation.
• Set-up and coordinate all coordination for meetings, conferences, and retreats.
• Attend meetings as requested to record minutes, transcribe, and distribute minutes of the meetings.
• As requested by the President and Board of Trustees
• As requested by the President and Board of Trustees chair, service the BOT and maintain accurate documentation of BOT meetings and actions. Maintain up-to-date BOT list.
• Assist with the overall maintenance of the office.
• Perform other duties as assigned.

Qualifications

The successful candidate will have:

• Associate degree (Bachelor's preferred} in Secretarial Science or related field.
• A minimum of five (5) years of office experience is preferred.
• Excellent technology skills (Windows, Excel, PowerPoint, Publisher).
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, and copiers.
• Initiative-taking, able to set priorities and multi-task.
• Strong written and oral communication skills as well as strong people skills.
• Knowledge of principles and practices of organization, planning, records management, and general administration.
• Ability to work occasionally beyond traditional hours of operation (e.g., evenings and weekends).
• Ability to keep all communication confidential and to exercise discretion when releasing any information.

Evaluation

This job will be evaluated in accordance with the Professional Development Plan (PDP) and/or the College's evaluation instrument for non-instructional personnel/staff.

Note: If hired, the successful candidate will be asked to sign a Certification Statement indicating that they have read, understand, and will respect the Biblical Foundation Statement and the Christian Philosophy of Education Statement of Paine College. These statements may be found at https://paine.edu/web/about/about/foundational-statements

Physical Requirements

• Lifting: 3%
• Standing: 5%
• Sitting: 75%
• Walking: 10%
• Running: 0%
• Other: 7%

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Paine College is an Equal Opportunity, Affirmative Action employer.