Office Manager

Office Coordinator

The University of St. Thomas, a private Catholic university committed to the liberal arts and to the religious and intellectual tradition of Catholic higher education, is seeking an Office Coordinator for the University Police Department. The Office Coordinator will provide administrative and clerical support in the reception area of the University Police Department. The incumbent will also provide support to the Chief of Police and other command staff, as needed.

Essential Duties and Responsibilities:

Coordinate day-to-day operations in USTPD and dining service office:

• Provide a friendly and professional environment to welcome customers and vendors to the UST police department and dining services.

• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and clerical functions are properly assigned and monitored.

• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers.

• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.

• Keeps management informed by reviewing and analyzing special reports, summarizing information; and identifying trends.

• Make sound decisions and recommendations to continually improve the level of services provided to customers.

• Creating presentations and other management-level reports.

Supervise Office Staff:

• Supervising, mentoring, training, and coaching police department and dining services office staff and delegating assignments to ensure maximum productivity.

• Coordinate office projects to achieve efficient office flow and employee productivity, training, supplies, housekeeping, office equipment maintenance, and repairs.

Budget:

• Responsible for ensuring office financial objectives are met by preparing the annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise.

Keys:

• Manage oversight of keys (access control), parking, alcohol permits, and van program:

• Effectively enter, maintain, and retrieve records of citations, parking permits, and keys (access control).

• Coordinate UST van and alcohol program including keeping accurate records, reservations, and maintenance of vans.

Assist coordination of UST police events and social media campaigns:

• Organize, plan, and coordinate USTPD community and crime prevention events (Example: National Night Out, Cops and Donuts, and etc.), in addition to coordinating and billing extra jobs for officers working with outside departments.

• Create, implement, and maintain social media for USTPD, so we promote a safer environment through crime prevention messages.

Assist with personnel items:

• Interview, hire, and train office personnel to effectively handle complex situations in the office and police environment.

• Supervises activities of the office (including, but not limited to filing, telephone answering techniques, preparation of documents, record retention, duplication, faxing, mail distribution, and ordering supplies).

• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of industry publications.

Record retention:

• Meet federal and state guidelines for retaining records:

• Oversee daily crime and fire log in addition to keeping up-to-date records of 7 previous years which is federally mandated by the Clery Act.

• Assist the Chief of Police with the creation of the Clery Act report by organizing, sending, and receiving crime statistics from local law enforcement.

• Oversee maintenance and destruction of police case files.

Additional duties and responsibilities:

• Additional duties as assigned.

Experience and Skill Requirements:

• A minimum of 5 years of direct work experience managing an office in a customer service-oriented environment.

• Exceptional interpersonal communication skills and the ability to efficiently and effectively solve problems.

• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel and PowerPoint, and PeopleSoft.

• Demonstrate ability to compose, correspond, edit, and proofread documents.

• Demonstrate dependability with proper work schedule and completing tasks.

• Demonstrate attention to detail in projects and in everyday assignments.

• Ability to establish positive relationships with students, all levels of Faculty/Staff, Administration, Senior Administration, and the general public.

• Ability to define problems, collect data, establish facts, and draw accurate conclusions (effective problem-solving skills).

• Ability to understand Federal and State laws that govern campus police departments and dining services.

• Must be self-motivated and function under minimal direct supervision with initiative to complete tasks.

• Must have the ability to lift 15lbs on a regular basis to support events.

Work schedule is 40 hours per week, Monday through Friday. Overtime may be required on occasion.

The University of Saint Thomas is committed to the religious, ethical, and intellectual traditions of Catholic higher education. As permitted by law, practicing Catholics who will advance the mission of the school are preferred for this position. However, the University invites all qualified applicants to apply.