Administrative Services Manager

Position Title

Administrative Services Manager

Position Type

Regular

Hiring Range

$28.03 - $33.65 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency

Hourly This position provides programmatic and administrative support for the Office of Accessible Education (OAE). Responsibilities include supporting the OAE’s front desk administrative operations, budget management (with Director oversight), administrative support to OAE Staff, planning and coordination of events and meetings, and management of purchases. Additional responsibilities include processing confidential documents, assisting in creating a responsive culture of support, support of website maintenance, tracking of student status, and creation of annual reports, co-managing student staff supervision (with the OAE Directors), overseeing AIM portal administration, and coordinating departmental communications under the direction of the OAE Director.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Administrative Support

• Coordinate daily office functions, records management, and administrative needs
• Create and support front desk protocol including but not limited to screening calls, greeting visitors, answering emails, sorting and distributing mail, and responding to general  inquiries as appropriate
• Provide consistent in-person front desk coverage and serve as the primary point of contact for office visitors and inquiries
• Support delegated inbox workflows and assist with timely response and follow up
• Assist in hiring and shared supervision of student office assistants
• Support student staff onboarding, fostering positive office culture, cross-training and day-to-day guidance
• Support  daily administrative operations to maintain efficient office functioning
• Provide administrative support to OAE Staff including assisting the directors in managing office processes, paperwork and deadlines
• Assist the directors in preparing annual reports and related materials
• Coordinate travel arrangements for OAE staff and guests
• Perform other duties as assigned

Front Desk and Constituent Support

Current Students

• Provides support with the OAE application process
• Assist with accommodation onboarding questions related to office templates, scheduling, and general documentation questions
• Assists the Testing Coordinator and Accommodation Specialists with scheduling and rescheduling exams and accommodations-related meetings as needed
• Assists the Testing Coordinator in resolving day-to-day testing space and office issues, including printing, equipment, furniture, and computer-related troubleshooting

Parents

• Provides general information to parents while maintaining strict confidentiality of student records and information.

Faculty

• Respond to faculty questions and refer faculty to the appropriate OAE staff member or resource regarding OAE processes, procedures, and accommodations.

Staff

• Provide general information to staff while maintaining confidentiality of OAE student information

Business Operations & Budget Management

• Assist with management of the OAE departmental budget under Director oversight
• Track departmental budget expenses and maintain accurate financial records
• Reconciles departmental budget and related financial records  on a monthly basis
• Orders supplies and makes purchases as necessary
• Submits expenses, reimbursements, invoice payments, student stipends
• Reconciles P-Card, T-Card, invoices, stipends, requisitions, purchase orders, and other related business transaction activities
• Divisional Budget Team (DBT) projection spreadsheets and related budget training materials
• Participate in DBT-related meetings and support implementation of divisional budget processes.
• Maintain OAE financial tracking spreadsheets and assist staff with budget tracking procedures as needed

Web Content and Digital Communication Management

• Assist in maintaining and updated OAE website content in coordination with the Deputy ADA Coordinator for Digital Accessibility
• Assist in drafting and distributing departmental communications with Director oversight and approval, including OAE updates, newsletters, faculty communications, and student listserv communications.
• Support communication efforts that promote OAE processes, procedures, services, and resources to campus stakeholders.

AIM Portal Administration

• Update templates and run system queries and reports as needed
• Serve as point of contact for AIM representatives with Director oversight
• Troubleshoot backend system issues and coordinate system upgrades with Director oversight and guidance
• Assist the Director with the configuring the portal structure and manage data transfer coordination with campus partners
• Train professional and student staff on portal navigation and confidentiality protocols

Educational Outreach & Liaison Work

• Assist with education efforts and campus outreach initiatives
• Serve as support staff for development of promotional materials for education efforts and campus outreach
• Collaborate with Facilities, Building Manager, Campus Safety Services, Bon Appetit, Dining Advisory Board, RSO/PSO groups, and Title IX
• Coordinates and participates in informational sessions, outreach events, and campus engagement activities

Event/Program Planning and Coordination

• Assist in planning and coordinating departmental projects, programs, and events
• Support office management-related projects, programs, and events as needed
• Coordinate room scheduling and event setup logistics, manage program correspondence/announcements
• Compile and distribute background materials for meetings as needed
• Assist with facilitation and coordination of departmental events and activities
• Coordinate student staff tabling events and campus presence initiatives

Safety & Compliance

• Assist with maintaining compliance with Emergency Planning and Clery Act requirements
• Support development and updating of departmental safety protocols and disability-related emergency planning
• Serve as point of contact for facility safety coordination within the Benson building

GENERAL GUIDELINES

• Interacts effectively across all units of the university.
• Recommends initiatives and implements changes to improve quality and services.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established office management processes and practices (e.g. budget tracking, supply tracking and restocking).
• Elevates students, faculty and staff and feedback from OAE comment box form for improved services.
• Maximizes productivity through use of appropriate tools, planned training, and performance initiatives.
• Researches and develops resources that create timely and efficient office management workflow.
• Prepares progress reports as requested by OAE leadership; informs supervisor of project status
• Ensures completeness, accuracy and timeliness of all office management functions.
• Prepares and submits reports as requested and required.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Knowledge

• Demonstrated knowledge of content management systems (e.g., TerminalFour) and ability to oversee web-based communications and departmental information architecture