Office Manager

About Us:

At UMD’s Career Center, we help our students and alumni to:

• EXPLORE how their interests, skills, values, strengths, & identities influence their educational and career roadmap.
• ENGAGE in meaningful experiences to shape students’ roadmap.
• DESIGN their roadmap and ways to demonstrate their knowledge, skills, and abilities to employers and/or graduate or professional schools.

We support all majors through our centralized office that guides almost 9,500 undergraduate and graduate students plus alumni. We are proud to be a part of the Student Life Division with a dotted line reporting structure to Academic Affairs.

The Office Manager's primary purpose is to:

• Help students, alumni, faculty, staff, and community members connect with Career Center resources.
• Supervise departmental student workers and monitor overall student hours to stay within budget.
• Oversee internal and external customer service, workflow scheduling, office administrative, and financial processes.
• Collaborate with the department, division, and campus colleagues on career readiness initiatives, diversity, equity, & inclusion initiatives, events, and strategic plan priorities.

What you’ll be doing:

This role is committed to delivering exceptional customer service, student support, being welcoming to all, and striving for continuous improvement and innovation. The work will include:

Office Administration - 50%

• Oversee administrative and operational workflow for office, delegating duties as appropriate.
• Create departmental correspondence, minutes, and materials for meetings, presentations, events, and workshops.
• Coordinate materials submitted for document review, assign materials to staff, and record reviewers.
• Develop and oversee presentation requests, appointment requests, and interview room reservations.
• Manage and maintain department databases, forms, procedures, professional memberships, key records, space inventory, equipment inventory, and active directory.
• Facilitate the career assessment process, including: creating invoices, collecting and reconciling payments, supervising administration, scoring, security, scheduling, and career assessment inventory.
• Enter in-office data to CandIS for career events, documents, interview room usage, and assessments.
• Purchase and compile materials plus provide event support for training, retreats, and career fairs.
• Assist with office publications such as the Annual Report and Post Graduation Survey results.
• Recommend and implement departmental process improvements.

Departmental Financial Duties - 20%

• Handle office supply purchasing, office equipment, and services, as well as identify vendors and negotiate contracts as needed.
• Process payment vouchers, employee payments, contracts for professional services, purchasing card transactions, intra-institutional vouchers, expense vouchers, and journal vouchers.
• Monitor and report on departmental billings, career fair billings, and process cash & check receipts.
• Reconcile student worker hours completed, review pre-confirmation report, and utilize PeopleSoft to track work study disbursements to stay within budget.
• Manage career assessment sales and distribution through online & in-person transactions.
• Prepare, monitor, & reconcile departmental budgets, provide fiscal year budget information and ad hoc budget reports for the Director.

Student Worker Supervision - 25%

• Manage hiring process for student workers including conducting interviews, selection of final candidate(s), and process employment documents for all department student workers.
• Train, supervise, mentor, and evaluate student performance to make rehiring decisions.
• Assign work and manage student work schedules.
• Verify and approve student time sheets.
• Supervise 4 - 6 Career Assistant student workers.

Strategic Planning & Professional Development - 5%

• Assist with department initiatives including:
• Career Fairs and department/division/systemwide events.
• Department workgroups: Communication and Post Graduation Survey.
• Commitment to ongoing social justice and racial equity work in order to identify, challenge, and remove barriers to access at the individual, community, and system level.
• Participate in meetings, conferences, and events to expand professional skills and knowledge to keep current on best practices and trends within higher education offices.
• Other duties and special projects as appropriate to the individual’s background, experience, and interests that support the department’s strategic plan.

What you'll need:

• Bachelor's degree or a combination of related education and work experience to equal four years. Applies knowledge and skill to a recurring task or activity with emphasis on precision and timeliness of execution.
• Technical skills: Computer experience. Including gathering, compiling, and maintaining data through databases and spreadsheets.
• Demonstrated commitment to social justice, diversity, equity, and inclusion including experience working with individuals with varying identities and backgrounds.

WORK Environment: Onsite

SALARY RANGE: $21.09 -$24.00

For a full job description, click "Apply" to visit the UMN career site.

What we provide (Civil Service/Labor Rep):

• MN State Retirement System (MSRS) pension plan - tax-deferred.
• Thirteen paid vacation days per year (starting accrual rate), in addition to 13 paid sick days and 11 paid holidays.
• Tuition reimbursement opportunities cover 75% - 100% of eligible tuition.
• Excellent and affordable health care benefits.
• Wellbeing Program (reduction in annual premiums).
• Yearly merit increase program.
• Many professional development opportunities.

Click here for more information: https://hr.umn.edu/Jobs/Applicant-Center/About-Working-U/Benefits-Working-U-M