What are the responsibilities and job description for the Campus Life Office Manager - SUSSI position at Shippensburg University?
SCOPE OF POSITION
- 90% of the job responsibilities will be in the area of Campus Life and University Union Operations
- 10% of the job responsibilities will be in the areas of Student Activities, Academic Quad, and Leadership Development
PRELIMINARY OVERVIEW
Under the direction of the Director of Campus Life, the Office Manager will primarily oversee the operations in the Ceddia Union Building (CUB) Information Desk. This position is also responsible for overseeing reservations and work orders related to the Academic Quad and working in conjunction with the Director of Campus and Conferences to oversee work orders and reservations in the Cora I. Grove Spiritual Center. This position requires a dedicated and motivated individual who will serve as the face of the CUB and Information Desk. Work schedule is Monday-Friday 7 am-4 pm.
ESSENTIAL DUTIES & RESPONSIBILITIES
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Oversee the daily operation of the CUB Information Desk:
- Managing and monitoring ticket sales
- Daily key check-out for student groups
- Submits facilities work orders
- Oversee physical set-ups of rooms
- Print all room and reservation cards
- Flyer approval and posting procedures
- Digital Signage
- Lost and Found
- Student locker rentals
- Provide oversight of the daily operations of the campus ID system including but not limited to purchasing of supplies, troubleshooting ID issues, printing new IDs for faculty/staff/students and regular preventative maintenance of the ID system
- Manage all major communications efforts through the Campus Life Office including: the website, digital signage and overall Student Union signage
- Maintain office supply inventory and filing system for the Campus Life area
- Serve as the reservationist for the Academic Quad and the backup reservationist for the Ceddia Union Building
- Collaborates with the Director of Camps and Conferences to oversee the reservations and work orders in the Cora I. Grove Spiritual Center
- Maintain operations of the Academic Quad including, but not limited to: audio visual needs, confirming facility set-ups, and work orders
- Along with the Associate Director, help to oversee student workers on the job including professionalism, safety, uniforms and other policies
- Assist the Associate Director with the hiring process for student employees
- Serve as department’s administrative assistant to cover:
- Payroll- approve payroll employee authorization and inputting payroll for undergrad & graduate assistants on E Time and Humanity
- Budgets – oversee the department budgets in conjunction with the Director:
- Purchasing of supplies/goods for the department (SU and SUSSI)
- Manage a budget tracking system
- Complete and submit monthly credit card statements
- Work Orders – maintain the work order tracking procedure for the CUB/the CUB operations team
- Reception – serve as receptionist for the department to include answering and transferring incoming calls in a professional manner, receiving messages for staff and the handling of general inquiries and requests
- Office Management – maintain inventory and oversee purchasing of supplies
- Direct website updates and forms within the Campus Life areas
- Assist in keeping updated safety protocols, instruction manuals, and policies and procedures for the building in visible locations at the Information Desk.
- Manage the mail system for the Campus Life Office/University Union
- Assist the Associate Director with overseeing reservations for the CUB, which includes scheduling of facilities through a computerized program, attending meeting/event set ups, and maintaining accurate paperwork including reservation forms, confirmations, and correspondence
- Assist with meeting/event set ups which may include audio visual needs, confirming facility set ups and assures that rooms are in an orderly and neat fashion
- Prepare diagrams as needed for set-ups on Social Tables for all meetings and events
- Attend and assist with facilitating walk through meetings with university employees, students, as well as outside groups to discuss larger events and their set up needs
- Work with Associate Director, graduate assistants, and student managers for Campus Life operations to schedule the EIS crew for set-ups and overall operations
- Oversee General Enterprise Program, including processing applications, collecting license fees/commissions, and scheduling of vendor dates
- Assume lead responsibility for all aspects of the daily opening of the Administrative Office
- Assist Associate Director of Operations in the training & development of student managers and all student employees
- Serve as the staff supervisor for the RedZone
- Supervise the RedZone student manager(s) and all RedZone student employees
- Assist the student manager(s) with scheduling student employees in that space
- Oversee the repair or replacement of all gaming equipment in both the RedZone and GameZone
- Submit any work orders for repairs/cleaning/updates in both physical spaces
- Assume other duties as assigned by the Director of Campus Life
Assessments
- Oversee the tracking of the water bottle filling stations monthly
- Maintain the key logs and sign out process at the Information Desk for student groups
- Maintain the multiple logs in the RedZone/GameZone and create reports after each semester
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- Must have strong customer service skills in dealing with external and internal members of the University community
- Must be a dedicated and driven professional who demonstrates strong interpersonal, oral and written communication skills, as well as energy, vision, and charisma
- Possess the requisite knowledge, experience, education, and skills necessary for success in the position, demonstrating the ability to perform the essential functions of the position
- Organized, analytical and detailed-oriented individual capable of performing under a variety of requirements and deadlines
- Have proven skills in the areas of student employee staffing and development and be able to recognize and encourage growth and development of student employees
- Ability to exercise authority and good judgment in the absence of or in conjunction with the Director or Associate Director of Operations in a variety of situations, demonstrating exceptional leadership characteristics and interpersonal skills
- Must be able to work both independently and as part of a team environment performing all essential job functions accurately and efficiently with minimal direct supervision, while also cooperating/collaborating with staff at all levels as a member of the University community
- Possess the ability to determine priorities specifically in terms of anticipating and reacting to highly complex and confidential situations
- Possess a strong sense of personal and professional integrity, exercising tact and diplomacy.
- Must be willing and able to represent Shippensburg University effectively in situations of significant importance to the present and future successes of the University
- The successful candidate must have experience in MS Office Applications (word, excel & PowerPoint, etc.) and all computer programs which are an essential part to the operation of the department. (ex: EMS & CCURE)
Minimum Qualifications
Qualification Standards
- Education: Associate degree required
- 2 to 5 years of experience working in an office setting.
- Experience in a fast-paced environment with multiple day-to-day responsibilities.
- Extensive experience with computers, answering phones, scheduling appointments, maintaining budgets, processing payroll and strong clerical skills.
- Must be willing to work in a student environment where students come first
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- Must have strong customer service skills in dealing with external and internal members of the University community
- Must be a dedicated and driven professional who demonstrates strong interpersonal, oral and written communication skills, as well as energy, vision, and charisma
- Possess the requisite knowledge, experience, education, and skills necessary for success in the position, demonstrating the ability to perform the essential functions of the position
- Organized, analytical and detailed-oriented individual capable of performing under a variety of requirements and deadlines
- Have proven skills in the areas of student employee staffing and development and be able to recognize and encourage growth and development of student employees
- Ability to exercise authority and good judgment in the absence of or in conjunction with the Director or Associate Director of Operations in a variety of situations, demonstrating exceptional leadership characteristics and interpersonal skills
- Must be able to work both independently and as part of a team environment performing all essential job functions accurately and efficiently with minimal direct supervision, while also cooperating/collaborating with staff at all levels as a member of the University community
- Possess the ability to determine priorities specifically in terms of anticipating and reacting to highly complex and confidential situations
- Possess a strong sense of personal and professional integrity, exercising tact and diplomacy.
- Must be willing and able to represent Shippensburg University effectively in situations of significant importance to the present and future successes of the University
- The successful candidate must have experience in MS Office Applications (word, excel & PowerPoint, etc.) and all computer programs which are an essential part to the operation of the department. (ex: EMS & CCURE)
Preferred Qualifications
Bachelor’s degree Preferred or an equivalent of professional work experience
Posting Detail Information
Open Date
04/04/2025
Close Date
04/28/2025
Open Until Filled
Special Instructions Summary
For full consideration candidates must apply online at https://jobs.ship.edu by April 28, 2025. Materials submitted in other formats including paper documents will not be considered. All applications and inquiries will remain confidential. Shippensburg University Student Services, Inc. (SUSSI) is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, or gender identity. Individuals from traditionally underrepresented populations are encouraged to apply.
Additional Information
Shippensburg University, established in 1871, is a comprehensive public university offering baccalaureate, masters and doctoral degree programs. Enrolling 6,600 students, the residential campus is located in scenic south central Pennsylvania. The campus is in close proximity to Harrisburg, PA and within a few hours’ drive of Pittsburgh, Philadelphia, Baltimore, MD and Washington, DC. The University is noted for its strong sense of community with a commitment to student success and offers an attractive campus, and strong alumni support.
Shippensburg University employees value teamwork and collaboration, are dependable, take initiative, solve problems effectively, communicate clearly and support organizational change. University employees work closely with individuals of diverse backgrounds and race, as well as those of differing religious affiliations, sexual orientation and gender. They must possess good interpersonal skills and be able to communicate effectively with all members of the campus community. Shippensburg University of Pennsylvania is an Equal Opportunity Employer. All underrepresented groups are encouraged to apply.
Shippensburg University employees value teamwork and collaboration, are dependable, take initiative, solve problems effectively, communicate clearly and support organizational change. University employees work closely with individuals of diverse backgrounds and race, as well as those of differing religious affiliations, sexual orientation and gender. They must possess good interpersonal skills and be able to communicate effectively with all members of the campus community. Shippensburg University of Pennsylvania is an Equal Opportunity Employer. All underrepresented groups are encouraged to apply.
