Office Manager - Center for Lifetime Study
Job description
HIRING PROCESS: All submitted application materials are forwarded to the appropriate department for review. Hiring recommendations are made at the departmental level. Department representatives will contact candidates directly if an interview is scheduled or if further information is required. The information provided in each job listing below is the extent of what is available to interested candidates. No additional information is available.
Brenau only accepts applications/resumes for advertised positions.
PRE-EMPLOYMENT SCREENINGS: Brenau University will conduct criminal background checks on all persons being considered for initial employment. In some circumstances, an FBI fingerprint report may be necessary to satisfy the requirement. Once employed, employees must hold and continue to maintain a favorable criminal history background. Random background checks are performed. Credit checks may be performed on candidates/employees who are selected for a position that regularly engages in handling credit cards or other company monies. A Motor Vehicle Report (MVR) may be performed during the hiring process, or as part of a random check. MVR checks are required to meet insurance requirements for those employees operating a university vehicle or participating in any driving activity on behalf of Brenau University, (including operating a golf cart, rented vehicle or one’s personal vehicle). Employees who travel must be at least 25 years of age, have a valid Georgia driver’s license, and good driving record. All employees who operate university vehicles, who are employed in a sensitive position, or who travel regularly as part of their job responsibilities may be subject to post-hire drug screening and random drug-screening. All employees are subject to reasonable suspicion drug screening.
EQUAL OPPORTUNITY: Brenau practices and believes in equal opportunity for all students, employees and job applicants. We do not discriminate on the bases of age, race, color, religion, sex (including pregnancy and gender identity), sexual orientation, national origin, disability, genetic information, military service, or any other characteristic protected by federal, state or local law or ordinance. These protections extend to all conditions and privileges of employment, including, without limitation, to recruitment, hiring, compensation, benefits, transfers, promotions, discipline, and termination.
DRUG-FREE WORKPLACE: Brenau University is a drug-free workplace as certified by the Georgia Workers Compensation Board. –View Policy
Minimum Qualifications:
- Experience– Bachelor’s degree or equivalent experience preferred; 3+ years in an administrative support role preferred; demonstrated proficiency with multiple platforms and willingness to learn – Microsoft Office programs, Google applications, databases, virtual meeting platforms, scheduling and registration programs, and other platforms as needed.
- Personal Qualities– Demonstrate professional appearance, demeanor, maturity, and poise in responding to multiple constituencies; work cooperatively with others and maintain confidentiality; use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail; ability to take initiative, self-motivate, and function autonomously; possess strong interpersonal skills, be detail-oriented, and have the ability to multi-task in an environment that changes daily; have excellent judgment regarding the prioritization of assigned tasks.
Duties and Responsibilities: The Office Manager for the Center for Lifetime Study will support all programming hosted out of the Center and may be assigned additional responsibilities by the Center’s Executive Director.
- Manages office functions and volunteers in support of day-to-day operations.
- Coordinates schedules and calendars of multiple office staff members, including setting meetings as requested.
- Performs clerical tasks such as word processing, copying, filing, scanning, faxing, etc.
- Prepares and responds to correspondence of all types.
- Responds to telephone calls, walk-ins, email queries as well as staff, program participant, and other stakeholder needs.
- Coordinates access to office digital platforms, maintaining subscriptions, passwords, and account use.
- Responsible for shared drive/digital file organization, retention, and archiving.
- Maintains program member and client databases.
- Hires and manages student workers.
- Performs other duties as assigned.
- Often acts as the initial point of contact for the Brenau University Learning & Leisure Institute (BULLI) and the Center for Lifetime Study’s Continuing Education (CE) & Professional Development (PD) programs.
- Develops, updates, and publishes communication and marketing pieces, including print and electronic materials (i.e., quarterly print newsletter, weekly electronic newsletter, etc.), as well as website and social media resources.
- Coordinates, assists, and interfaces with volunteer members – including board members, committee members and class assistants for BULLI and programming event volunteers and presenters for CE & PD programs.
- Supports BULLI committees and special interest groups with specific collaboration with the BULLI Curriculum Committee.
- Manages the BULLI course proposal system, including the creation and maintenance of the instructor database.
- Constructs BULLI course schedules cooperatively with the BULLI Curriculum Committee chair and course instructors.
- Schedules room assignments for meetings, classes, special events and workshop/training sessions hosted on campus and at locations off campus.
- Manages registration processes, including the online registration platform, as well as in-person event registration at multiple site locations.
- Work with BULLI course instructors and CE & PD presenters to ensure classroom/workshop preparation, media support and course/workshop material needs are met.
- Coordinates instructor training in use of audio visual equipment and information technology components as needed.
- Assists with hybrid course setup (Meeting OWL device) and occasionally hosts remote (Zoom) courses.
- Prepares and distributes course instructor contracts and participant confirmation letters.
- Integrates the Center’s events and programs with the University’s master calendar and other departments as necessary.
- Supports occasional Center hosted hospitality events, as well as Center presence at community outreach events.
- Occasional workday travel to nearby, off-campus program delivery locations.
- Occasional adjustment of workweek schedule to accommodate evening events.
- Produces routine enrollment, registration, and financial reports.
- Processes purchase order and check requests for payments and reimbursements to staff, instructors, participants, partners, and vendors, working closely with the business office to ensure timelines are met.
- Collects, records, and deposits payments received via phone, mail, and in-person.
- Tracks dues, fees, and gifts/donations received.
- Orders and maintains office and program supply inventories.
- Collects course and program assessment and evaluation data.
- Manages data and reporting of event and program survey results.
Environmental and Working Conditions:
Physical Demands and Aptitudes:
Work Hours:
Home Campus Designation:
Licensure Requirements:
All positions will be filled pending budgetary review.
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