Office Manager

Duties and Responsibilities

• Works with the Associate Provost, Assistant Director of Business Operations, EM unit directors and staff to ensure that all purchases and business functions within the EM units are created, processed and reconciled in a timely manner. This includes the creation and processing of transactions in Banner, P-Card, T-Card, i-Buy, Emburse Enterprise, and other business systems utilized by the university, including My-UI-Financials. Serves as a back-up approver of expense reports when the Assistant Director of Business Operations is on vacation.
• Manages the calendars for the Associate Provost and the Enrollment Management unit directors, assists with high-level correspondence, safeguards confidential information, independently answers correspondence, and completes special projects as needed. Answers the Enrollment Management main phone line, using judgment to best address questions and concerns, and forwards calls as appropriate. Greets visitors to the EM management suite. Gathers, reviews, prioritizes and disseminates the mail for the Associate Provost and EM unit directors. May answer mailed requests for data and historical information. Composes letters and email on behalf of the Associate Provost of unit directors upon their request, and edits documents as requested.
• Assists the Assistant Director of Business Operations with annual requisition renewals and contracts for EM units; property accounting duties including updating records in FABweb, completing biennial inventory, surplus property; and Pinnacle requests.
• Schedules internal and external meetings which may include campus level committees, campus administrators, and senior department staff as well as other personnel. This may include creating and disseminating agendas and taking minutes to be shared with unit directors. Plans and organizes events to host external and internal stakeholders as necessary which can involve meeting space rental, ordering catering, sending invitations, creating presentations, etc.
• Completes project assignments which may entail research, gathering data, preparing presentations, etc. under strict deadlines. Answers requests for information from the chancellor, provost, and college deans in support of the Enrollment Management unit directors. These requests may require safeguarding and appropriate handling of confidential information. Also, manages the Race/Ethnicity approval process and acknowledgement forms.
• Makes travel arrangements for the Enrollment Management unit directors and staff which may involve a complex itinerary. Also assists with travel arrangements for other staff as needed, including the processing of payments and reimbursements.
• Manages the onboarding process for new employees in EM units. Schedules initial training meetings and ensures staff has adequate equipment/resources to perform their functions (supplies, Pinnacle, door swipe access, keys (if needed), etc. Also manages exit process for staff who are leaving EM units. Schedules exit interviews, ensures equipment/keys are returned, and other logistical duties.
• Point of contact for building maintenance issues and submission of work orders as necessary. Works with the Director of Enrollment Management Data Analysis and Systems to ensure that the security access audit is performed at least annually, and that all Enrollment Management employees have the proper training certifications and forms on file necessary to maintain their security access. May be asked to serve as a USC (Unit Security Contact) for security access requests for EM staff. Corresponds with F&S to help in the completion of R&R & ECIP projects in OAR.
• Manages building swipe card access requests & audits current access to ensure only authorized personnel have swipe entry access. Manages building key inventory, disseminating keys to new personnel as necessary and ensuring that exiting personnel have returned keys during the exit process.
• Acts as the public safety liaison for the OAR building and updates the building emergency action plan annually or as necessary as dictated by changes in the units and provides Public Safety with an updated version.
• Handle ongoing support functions within the office:
• Updates the org chart and phone lists as changes occur in the units.
• Maintains office supplies and makes purchases as needed. Manages EM & OR Xerox Copiers part orders and service requests with RK Dixon and CDS.
• Manages building's conference room calendars and schedule.
• Manages physical and electronic confidential and historical documents for Enrollment Management units.
• Manages the employee emergency contact form and enters info into an Excel spreadsheet or Webtools form so that it can be accessed and utilized.
• Manages the Campus Charitable Fund Drive for OAR.