Office Manager

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Job Title:

Office Manager

Department:

FAES | Dean-VP Operating

Under the direction of the Chief of Staff for the College of Food, Agricultural, and Environmental Sciences (CFAES), the Office Manager for the Office of the Vice President and Dean serves as the primary administrative and operational coordinator for the Dean's suite. This position plays a critical role in ensuring the efficient daily operation of the executive office, delivering exceptional customer service, supporting executive-level activities, and maintaining a welcoming and professional environment for internal and external stakeholders.

Serves as the first point of contact for the Office of the Vice President and Dean, welcoming and assisting visitors, guests, and stakeholders while representing the college with a high level of professionalism and discretion. Manages reception operations to ensure continuous front-office coverage, coordinating staffing during leave periods and university breaks. Responds to inquiries received through the college's main telephone line, independently researching issues, providing information, and directing inquiries to the appropriate units and departments.

Coordinates scheduling and utilization of the executive boardroom, including calendar management, meeting preparation, room setup and breakdown, technology support, and hospitality arrangements. Provides logistical and administrative support for executive meetings and special events hosted by the Dean's Office.

Manages office operations and resources, including inventory control and procurement of office supplies, publications, promotional materials, and related resources. Ensures compliance with university policies governing promotional item distribution, maintains accurate records, and collaborates with Human Resources and Finance teams to complete required reporting. Oversees the organization, stocking, and appearance of shared office spaces, including the storeroom, workroom, kitchen, and reception areas, ensuring a functional and professional workplace environment.

Coordinates travel arrangements for college leadership and invited guests, processes expenditures and reimbursements, prepares and submits expense reports, and administers purchasing card transactions in accordance with university fiscal policies and procedures. May assist with the preparation of executive briefings, meeting materials, reports, and presentations for the Vice President and Dean, Chief of Staff, or other leaders in Dean’s office.

Serves as a liaison with the Office of Technology and Digital Innovation and other service providers to coordinate technology support, report issues, and facilitate timely resolution of service requests. Oversees incoming and outgoing mail distribution and provides a broad range of administrative support to managers and leadership team members, including calendar coordination, meeting logistics, and event preparation.

Provides direct supervision and day-to-day management of 1 or 2 student employees supporting office operations, including assigning work, training, monitoring performance, and ensuring high-quality customer service.

Supports college-wide events and special programs by assisting with event staffing, registration, guest engagement, and operational logistics; may occasionally work outside standard business hours to support key college initiatives and events.

Serves as the designated Building Coordinator for the Agricultural Administration Building and acts as the primary liaison between building occupants and university facilities partners. Coordinates facility communications, maintenance and repair requests, building access issues, and space-related concerns. Maintains comprehensive knowledge of building systems, access controls, security protocols, departmental spaces, and specialized areas. Collaborates closely with Facilities Operations and Development to support a safe, secure, and well-maintained environment.

Manages key and building access control processes for the Dean's Office, including initiating requests for physical keys, electronic access credentials, and security permissions for authorized personnel. Ensures compliance with university policies related to building security and access management.

Performs additional projects, assignments, and operational support activities as needed to advance the priorities of the Office of the Vice President and Dean and the broader mission of CFAES.

Demonstrates exceptional reliability, professionalism, and accountability through consistent punctuality and strong attendance, as this position is essential to maintaining front-office operations and customer service for the Dean's suite.

This role requires a full-time on-site presence in the Agricultural Administration Building. Due to the operational, customer service, facilities coordination, and reception responsibilities of the position, remote and hybrid work arrangements are not available.

Supervises 1-3 student workers.

Minimum Required Qualifications

HS Diploma or GED and two years of experience in customer service and/or administrative support; ability to work independently as well as in a team environment; strong written and oral communication skills; strong customer service skills; Microsoft Office Suite experience. Knowledge of university policy, procedures, and systems (including WorkDay), desired but not required.

Must possess the ability to lift and move materials weighing up to 50 pounds, including office supplies, publications, promotional materials, event supplies, and equipment.

Must possess and maintain a valid driver's license and be able to travel locally as needed to support college operations, events, and administrative activities

For full consideration, applicants must submit:

• A current resume; and
• A cover letter describing their qualifications and detailing their interest in the position.

Applications that do not include both required documents may not receive full consideration.

Additional Information:

The pay range for this job profile is $21.59 - $28.00. The offer for this position will fall within this range based on internal equity, the unit's available budget, and the candidate's qualifications.

Location:

Agricultural Administration (0003)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift

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The university is an equal opportunity employer, including veterans and disability.