What are the responsibilities and job description for the Office Manager position at Blackwood Campus?
POSITION GOALS:
- Provide supervision, administrative support, and excellent customer service for the orderly and efficient operations of the Facilities Department in accordance with the mission and purpose of Camden County College.
- Demonstrate and promote a culture of diversity, equity and inclusion.
ESSENTIAL FUNCTIONS:
- Ability to work directly with people from diverse racial, ethnic and socio-economic backgrounds.
- Assign work to all Facilities Department (logistics and maintenance) personnel in the most efficient manner to accomplish the goals of the Department.
- Establish and maintain verbal and written communications with all College departments, outside organizations, and state government offices as required.
- Compose and prepare special reports, letters, memoranda and documentation for the Facilities Department as needed.
- Assist Facilities Coordinators (logistics and maintenance) with Work Request Board and discrepancies regarding daily mail, FedEx and UPS packages.
- Manage the day-to-day work flow of the Department Secretary.
- Oversee facilities department, providing direction to Coordinators, Maintenance, and Office staff, to ensure seamless system-wide plant operations across all shifts, including weekends.
- Identify, assign and resolve problems brought to the attention of the Department by other College departments.
- Differentiate between emergency and routine work requests and inquiries, and refer them to the appropriate employee for handling.
- Assist in the preparation, review and compilation of bid specifications for Facilities Department purchases.
- Monitor budget expenditures, maintaining compliance with College procedures and state purchasing laws.
- Train office personnel in applicable systems, office procedures and work order process.
- Direct office personnel in the efficient processing and maintenance of attendance files, vendor files and work requests.
- Direct office personnel in the preparation of written correspondence and reports, review for accuracy and appropriateness as required.
- Ensure optimal performance of maintenance staff by effectively coordinating work schedules and managing overtime;
- Review and track invoices for capital building projects and submit to appropriate authority for payment approval.
- Manage purchasing process including invoice processing, requisition, and purchase order input.
- Contact vendors to resolve discrepancies with departmental invoices, back orders, duplications, etc.
- Provide regular updates and reports on scheduling progress to management
- Oversee the management of facilities, college vehicles, equipment, and ensure adherence to codes and regulations.
- Supervise employee performance, conduct performance appraisals, and recommend disciplinary measures as required.
- Assist in developing and implementing strategies to improve processes and overall workflow
- Work cooperatively with other administrators.
- Perform additional tasks as assigned by the Manager of Physical Plant & Projects and Vice President of Institutional Effectiveness, Advancement and Strategic Initiatives.
MINIMUM QUALIFICATIONS:
- Associate’s degree required.
- Five years’ experience in an administrative office environment.
- Excellent proofreading and editing skills, ensuring accuracy and completeness of documents
- Ability to prioritize tasks, handle multiple assignments simultaneously, and meet deadlines while maintaining attention to detail
- Strong organizational skills.
- Proficiency in Microsoft Office Suite: Word, Excel, Access and PowerPoint and other relevant software applications (working knowledge of Finance Enterprise, Resource 25, and SchoolDude preferred).
- Outstanding communication skills, both written and verbal, to effectively collaborate with individuals at all levels of the organization
- Proven experience in a scheduling, planning, or coordination role
Camden County College offers a comprehensive benefits package to our full-time employees that includes medical, prescription, dental plans, life insurance, short & long- term disability, retirement plans, and a flexible spending account. The College also offers a generous paid time off policy, as well as paid holiday time. Additional benefits include an Employee Assistance Program (EAP), tuition reimbursement, tuition waiver programs and professional development opportunities.
Salary : $66,000 - $72,000
