What are the responsibilities and job description for the Office Manager position at Daemen University?
Daemen University is a dynamic, independent, liberal arts institution committed to excellence in student centered learning. The University places special emphasis on preparing students for excellence in professional life, civic engagement, and on instilling and understanding that learning is an exciting lifelong journey. Students are encouraged to be creative, innovative, ethically minded leaders for an ever-changing, diverse, and interconnected world.
The Mission of Daemen University is to prepare students for life and leadership in an increasingly diverse and complex world through the integration of education and professional preparation. Daemen University is going beyond instrumental needs to foster the development of individuals who are dedicated to the health and well-being of local and global communities.
Purpose of Role
Under general supervision, this position manages the daily office operations of the Facility Services office. This includes assistance / support to approximately 5 managers, 11 trades / mechanics personnel and 19 cleaner / housekeeping positions. Also includes work with several outside contractors and vendors in relation to Facility operations.
About This Opportunity
Joining our Maintenance team, the Office Manager will be responsible for the following :
- Communicate and interact professionally with internal and external constituencies at all levels.
- Assist with onboarding process for new Facilities personnel.
- Monitor assigned communication device at all times.
- Work collaboratively and professionally with all coworkers and members of the campus community.
- Maintain confidentiality of information (including but not limited to : student and employee personal information, student grades, etc.) both during and after employment with the University. Any question regarding the confidentiality of material should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment
- Monitor incoming maintenance request tickets for emergencies and assure they receive timely attention.
- Open, date, sort and distribute incoming mail and send mail out as needed.
- Answer multi-line phone. Take accurate messages.
- Complete purchase requisitions and keep accurate record of all transactions.
- Reception duties, including greeting contractors and visitors to the Facility Services office.
- Schedule appointments and keep calendar of daily meetings, etc.
- Page appropriate personnel when required and if maintenance emergencies arise.
- Open and organize Facility Services office.
- Send correspondence on behalf of Director and Assistant Director of Facilities.
- Update conference set up paperwork as needed.
- Issue purchase order numbers / control credit card use when employees need to order supplies.
- Order supplies for office and maintenance needs including cleaning and Daemen House.
- Maintain files for suppliers, buildings, grounds, blueprints, etc.
- Update insurance records. Check insurance expiration dates and request updates as needed.
- Research records and files for past repairs.
- Keep vehicle maintenance records, New York inspections, registrations and license updates. Assist with appointments and payment for repairs.
- Monitor annual contracts and track costs.
- Issue capital purchase requisitions.
- Maintain personnel files.
- Schedule and coordinate meetings as needed.
- Update maintenance tickets.
- Monitor department budget.
- Work closely with a variety of vendors / contractors to ensure regulation compliance, routine stock is adequate, services are performed as contracted and issues are resolved.
- Ensure all regulatory information (sprinkler inspections, extinguisher inspections, hood cleaning, suppression systems, etc.) is complete and up to date for NYS annual fire inspection.
- Perform other duties as assigned.
Required Qualifications
Physical Requirements :
The functions of the position are usually performed sitting but may require some amount of time standing. Some amount of stooping, kneeling, bending, reaching, stretching, pushing, crouching, walking, carrying and other movements may be required. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others, or to otherwise demonstrate or explain how they can perform the essential functions listed above.
Minimum Qualifications :
Total Compensation
Daemen University offers a robust total compensation package that includes :
Daemen University strongly encourages all campus community members to get vaccinated for COVID-19, including a booster vaccine.
Job Posted by ApplicantPro
Salary : $19 - $22
