Office Manager, Housing and Residential Life job vacancy in University of New England – Jobs in Maine

Manages cyclical periods of intense work activity, prioritizes and manages multiple concurrent tasks for the Office of Housing & Residential/Commuter Life, which oversees operation of ten residence halls and generates revenues in excess of $10 million. Position supports professional staff, paraprofessional Resident Advisors, and residential students and provides direct support to Housing and Commuter/Residential Life leadership who is responsible for all aspects of housing management.

Responsibilities

• Work collaboratively with the Director and Associate Director to facilitate operational departmental tasks including but not limited to housing selection, housing assignments and related billing processes.
• Oversee and carry out various day-to-day departmental administrative functions including but not limited to greeting visitors, answering phones, submitting work orders, maintaining office calendars, ordering supplies, planning travel arrangements for professional staff and maintaining office equipment.
• Provide oversight of office Operations calendar to ensure timely roll out of various office activities and functions.
• Attend department and division meetings, trainings and staff development activities.
• Welcome and serve students, parents, local property owners, prospective students and families, administrators, faculty, staff, and vendors via walk in, phone call and department email account. Triage phone calls (sometimes very time sensitive) to assess appropriate and timely response or referral as needed and when the problem exceeds the scope of the Office Manager’s level of authority or work boundaries. Must be able to accurately communicate university or department policies, information and protocols.
• Working with the Director, manage administrative and budgetary support for day-to-day needs, planning and reconciliation of Department budgets. Uphold all policies related to budget procedures.
• Housing
  • In collaboration with the Associate Director, facilitate housing assignments for a variety of students including students studying abroad and athletes.
  • In coordination with Associate Director, assist in the facilitation of the housing selection process.
  • Report and facilitate housing updates as needed. Work in close collaboration with the Registrar’s office to process enrollment status changes of students.
  • Collaborate with housing team to help facilitate housing move in and move out activities. Input damage billing charges.
  • Coordinate Break Housing sign up process.
  • Assist with the room change process as needed.
  • Develop databases and other tools to maintain housing records. Use both Banner and Residence to enter housing assignments and charge student accounts.
  • Compile data from both manual and computerized records and files for requested reports and in response to specific requests. Maintain an available space list.
  • Maintain accurate key and access card inventory ordering replacements as needed.
  • Maintain web site for off campus housing listings. Process payments accordingly.
  • In coordination with Associate Director and collaboration with various other departments facilitate the complex turnover processes between semesters.
• Training
  • Train new Professional staff, Student Office Assistants & Resident Advisors in office procedures.
  • Inform new professional staff on selected guidelines and protocols of the department and the university.
  • Train new Professional staff & Resident Advisors on university travel, purchasing and other financial procedures.
• Confer regularly with immediate supervisor, other department and University o personnel, and/or various individuals/organizations to plan and coordinate departmental activities, inter-office communications in order to exchange information, resolve problems, etc.
• Support departmental activities/events as necessary.
• Other duties as assigned.

Qualifications

• Broad base of general clerical and office management knowledge and skills.
• Attention to detail, accomplished multi-tasker, conscientious and possessing excellent interpersonal skills.
• Basic comfort with learning and utilizing technology (Microsoft, Excel, Google Docs, TEAMS, Banner, Residence) to perform necessary tasks and to automate processes as appropriate.
• Excellent administrative and organizational skills. Experience in organizing and maintaining moderately complex filing and records systems. Previous experience with computerized information systems.
• Good reading, writing and math skills. Some bookkeeping/accounting training or experience may be desirable.
• Good basic supervisory skills; some previous supervisory experience desirable.
• Must recognize the sensitive and often confidential nature of the information available to them and treat it respectfully.
• Ability to deal effectively with a wide variety of individuals inside and outside of the University.
• Must be flexible and able to work in a fast-paced environment.
• Ability to function independently, with supervision, work as part of team environment as necessary.

EEO Statement Summary

Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits and will not tolerate discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors will not be permitted to have an adverse influence upon decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

COVID Vaccination Statement (PLEASE NOTE)

In order to protect the health and safety of the UNE community, UNE requires all students enrolled in classes on our campuses and all on-campus employees to be fully vaccinated for COVID-19 prior to the start of employment. The University allows for religious and medical exemptions to the policy. If you believe you are eligible for a medical or religious exemption to the vaccine policy you may seek the exemption through Human Resources after receiving this conditional offer of employment. Please note that no person to whom the policy applies will be finally employed or permitted to work if they are not fully vaccinated unless they request an exemption and are granted one.