Office Manager

The Position:

Office Manager, Business Office

Job Summary:

Position Summary

The Business  Office Manager serves as a key operational and administrative partner within the Business Office. Reporting to the Chief Financial Officer, this position supports financial operations compliance activities, Board committee administration, business processes, and departmental coordination.

The position is designed for a highly organized professional with strong business acumen who is interested in developing a career in finance, accounting, business operations, or higher education administration.

Essential Duties and Responsibilities

Business Office Operations

• Oversee day-to-day administrative operations of the Business Office, including communications, shared resources, records management, and administrative processes. 
• Coordinate onboarding and offboarding activities for Business Office personnel.
• Coordinate special projects and initiatives on behalf of Business Office leadership.
• Coordinate meeting scheduling and logistics for Business Office leadership.
• Collaborate with campus partners, including Human Resources, Institutional Research, Facilities Management, the President's Office, and other administrative departments to support institutional initiatives and operational effectiveness.
• Manage office purchasing, supplies, records retention, and departmental filing systems.
• Maintain Business Office operational calendars to ensure timely completion of reporting deadlines, audit requirements, compliance filings, board meetings, budget activities, and other recurring business processes. 
• Assist in the preparation of budget materials and presentation.
• Assist in the preparation of the monthly and year-end close.  
• Monitor departmental operating budgets and expenditures and assist leadership with budget tracking and analysis. 
• Recommend and implement process improvement.

Administrative Support and Institutional Collaboration

• Provide support for Board of Trustees committees, including agenda preparation, meeting logistics, governance system administration, distribution of materials, meeting minutes, and records retention. 
• Develop, maintain, and communicate Business Office policies, procedures, and process documentation. 
• Support annual financial audits and other external reviews, including the collection and organization of supporting documentation.
• Maintain administrative records related to banking relationships, leases, contracts, 
• Coordinate and maintain records related to institutional compliance activities, including regulatory filings, registrations, certifications, insurance policies, property leases, vehicle registrations, and other reporting requirements. 
• Maintain confidential records and information with the utmost discretion and professionalism. 
• Serve as a professional point of contact for faculty, staff, students, trustees, auditors, financial institutions, vendors, and other external partners.
• Develop and maintain effective working relationships with departments, external partners, and stakeholders to support effective communication and collaboration.
• Serve as a liaison between the Business Office and other campus departments to support cross-functional initiatives and institutional priorities.
• Foster a positive, customer-focused environment within the Business Office.
• Perform other duties and special projects as assigned.

While no one person may possess all the qualifications listed below, the ideal candidate will have many of the following professional experiences and characteristics:

Qualifications

• Bachelor's degree in Business Administration, Accounting, Finance, or related field.
• Three to five years of experience in business operations, financial administration, accounting support, office management, or a related administrative role. 
• Demonstrated understanding of business processes, financial reporting, compliance, or accounting fundamentals preferred.
• Strong organizational, project management, and problem-solving skills.
• Evidence of effective collaboration with other departments and partners across the organization 
• Excellent written, verbal, and interpersonal communication abilities.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, and business software applications.
• Demonstrated ability to handle sensitive and confidential information with sound judgment and discretion. Ability to work independently, manage competing priorities, and consistently meet deadlines.
• Strong attention to detail and commitment to providing exceptional customer service. 
• Commitment to fostering a culture of inclusion, respect, and belonging across the workplace and campus community

Schedule & Benefits

At Muhlenberg, we value work/life balance and are pleased to offer this full-time, year-round position, with the potential for partial remote work and the opportunity for flexible scheduling during off-peak times. Muhlenberg offers a highly competitive benefits package, including but not limited to, generous holidays (including 3 days off for Thanksgiving and an extended winter break between Christmas Eve and New Year’s Day), vacation (22 days per year), sick leave, paid parental leave, tuition programs at the undergraduate and graduate level, medical, dental and vision coverage, flexible spending plans, College-provided short-term disability, life insurance, and retirement.

The College & Surrounding Area

Founded in 1848, Muhlenberg College is a private, residential liberal arts college offering baccalaureate and graduate programs. At Muhlenberg, we are committed to a campus community that ensures students, faculty, and staff of all backgrounds feel welcome, respected, valued and included. Muhlenberg College is dedicated to shaping creative, compassionate, collaborative leaders through rigorous academic programs in the arts, humanities, business, natural sciences and social sciences; pre-professional programs in law, health and theology; and progressive workforce-focused post-baccalaureate certificates and master’s degrees. A diverse city of 125,000 located in Pennsylvania’s scenic Lehigh Valley, Allentown is the third-largest city in the state and is located just 60 miles north of Philadelphia and 90 miles west of New York City.  The region, also comprising neighboring Bethlehem, Easton and more, is home to a vibrant arts scene, extensive parks and recreational opportunities, and a rich blend of diverse cuisine. Check out Allentown and Life in the Lehigh Valley | Muhlenberg College to learn more.

To apply, upload your complete application package as a single PDF document. A complete application will include: (1) a cover letter summarizing qualifications, (2) a curriculum vita, (3) three professional references, and (4) a separate statement speaking to how your professional experience will contribute to a more inclusive community at Muhlenberg. To initiate your application, use the APPLY button. 

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An Equal Opportunity Employer, Muhlenberg College is committed to valuing and enhancing diversity and encourages applications from individuals who can contribute to the diversity of our community. Muhlenberg College does not discriminate against any person based on age, ancestry, color, disability, gender, gender identity, genetics, national or ethnic origin, race, religion, sex, sexual orientation, pregnancy, childbirth, or related medical conditions, veteran status or any other basis protected by applicable federal, state or local laws, in its education programs and activities, including admissions and employment. Muhlenberg College does not discriminate on the basis of sex as required by Title IX.

Legal Notice

Muhlenberg College Annual Crime Reporting-As provided by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act of 1998, prospective employees of Muhlenberg College are entitled to request and receive a copy of the College Annual Security Report (ASR). The ASR can be accessed at http://www.muhlenberg.edu/annualsecurityreport. This report includes crime statistics on certain reportable crimes, as well as Muhlenberg College Safety Policies. The report also includes institutional policies concerning campus safety and police, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault and other matters. Anyone wishing a paper copy of the ASR may contact the Campus Safety Office at 484-664-3112.