Office Manager

Office Manager The Office Manager reports to the Dean of Student Success. The Office Manager provides high‑level comprehensive administrative, operational, financial, technical, programmatic and customer service support to the Dean/Associate Dean in the units/division. The role ensures prompt, professional, and courteous service to all patrons and the smooth operation of the Student Success division at the Alexandria Campus. Duties & Tasks Works closely with senior administrative staff in the Office of the President, Executive Vice President, Vice Presidents, Provosts, and Deans to promote communication and coordination among offices. Assists the Dean/Associate Dean in supporting the units/division and college‑wide responsibilities. Manages routine and non‑routine business, day‑to‑day operations, and activities of a busy office; handles phone calls and correspondence (email, letters, and packages). Maintains office coverage and equipment. Performs administrative duties that involve confidentiality and accountability while making decisions on varied issues affecting the department, including handling confidential materials related to employee and student hiring. Assists with the operational flow of the division office and leadership calendars. Greets and directs internal/external visitors and callers with courtesy while providing accurate and timely information. Handles complaints professionally and refers them to appropriate parties when necessary. Provides assistance and support to faculty, staff, students, and occasionally to members of the community, alumni, and other professionals. Accurately creates and maintains records and databases. Utilizes College and State systems to accomplish assigned tasks, goals, and objectives for the division. Produces ad‑hoc reports to respond to specific requests related to the division, special campus projects, and initiatives. May be responsible for completion of Human Resources and/or Student related actions. Prioritizes work to ensure timely completion of projects and requested reports, ensuring smooth and efficient operation of the division. May lead, organize, plan, and implement department, division, or campus events and help train other administrative assistants on college processes and procedures. Purchases supplies for office staff and faculty members through the VCCS eVA procurement process and assists with travel arrangements. May be responsible for inventory, procurement, purchasing, and budgetary actions that support the division and supervise full‑time, part‑time, and/or student hires as directed by the Dean. May be required to perform other duties as assigned, including assisting the agency or state government in the event of an emergency declaration by the Governor. KSAs Knowledge of general business and office functions, practices, equipment, systems, and procedures. Knowledge of college programs, policies and procedures and the ability to interpret them. Ability to exhibit discretion and diplomacy while maintaining information security and confidentiality regarding sensitive information. Strong problem‑solving, project management, analytical, critical thinking, and computer skills. Strong interpersonal skills used in daily interactions with a diverse population of internal and external individuals. Ability to work in an administrative/fast‑paced environment that requires organization, precision, and accuracy. Ability to analyze data, prepare professional reports/summaries, preserve data integrity, and focus on attention to detail. Ability to be self‑motivated and exercise independent judgment, with minimal or no supervision. Ability to work under pressure and meet deadlines. Able to work flexible work schedules. Required (Minimum) Qualifications Experience in office administration, including working in an educational environment. Experience with the creation and/or maintenance of file and database management. Occupational experience requiring comprehensive knowledge of business practices, strong organization, and attention to detail; experience with scheduling and budget management. Experience in bookkeeping and accounting; experience using Microsoft Office. Experience in supervising staff. Experience providing customer service (in‑person, email, telephone) in a high‑volume environment and responding to a variety of inquiries from diverse populations. Must be able to work 10:30 am‑7 pm shift on Mondays. Additional Considerations Experience providing effective direct support to an executive is strongly preferred. Experience providing academic and programmatic administrative support in a college setting. Experience working in administrative or operations support at a community college setting or in higher education. Experience using the Internet, Chrome River, Adobe, PeopleSoft, Administrative Information System (AIS), Student Information System (SIS), EVA Purchasing Software, Financial Information System (FIS), Blackboard, ImageNow HR system and Canvas. #J-18808-Ljbffr Virginia Community Colleges