What are the responsibilities and job description for the Office Manager position at usm?
Job Summary
This position supports the Associate Vice
President for Research and the staff of the Office of Research Administration
by managing the daily administrative support functions of a busy office. This
position serves as a main point of contact for USM faculty and staff seeking or
managing external funding. Working closely with the Associate Vice President
and other senior leadership, this position ensures smooth office functioning
and assists with management of the office budget.
Primary Duties and Responsibilities
- The Office Manager provides vital support to the AVP and leadership in the Office of Research Administration by serving as the main office point of contact, scheduling meetings, preparing materials, handling sensitive information with discretion, managing property inventory in coordination with Property Control, and processing essential University forms such as hiring documents and travel approvals. The Office Manager is also responsible for initiating job postings, maintaining employment files, managing purchasing documentation, and ensuring efficient office operations through the ordering of supplies and resolution of vendor issues.
- The Office Manager receives and processes all restricted fund Personnel Action Forms (PAFs) created by other USM units. Communicates and coordinates with originating units, Payroll, Human Resources, Procurement Services, Tax Compliance, and Office of Fiscal Planning and Analysis to resolve issues. Enters data into relevant systems, such as SOARHR. Reviews error reports, identifies problems with restricted fund data, determines a solution, and updates data under significant payroll deadline pressure.
- The Office Manager oversees all incoming communications to ORA group email accounts and listservs. This role involves efficiently routing emails to the appropriate recipients, tracking award actions and ensuring timely responses, analyzing email traffic to identify trends and improve communication, ensuring compliance with email and data privacy policies, and providing guidance to team members on email best practices to enhance overall efficiency.
- The Office Manager assists with special projects, undertakes special assignments, and performs other duties as needed.
