Office Manager

Office Manager

Position Title - Office Manager

Overview - St. John Fisher University is an independent, liberal arts institution that provides a transformative education to approximately 3,800 undergraduate, master's, and doctoral students each year. Across its five Schools, Fisher offers nearly 40 majors in the humanities, social sciences, natural sciences, business, education, and nursing; 11 pre-professional programs; and master's and doctoral programs in business, nursing, education, pharmacy, and public health. The University's residential campus boasts a robust living and learning community and a successful intercollegiate athletics program. Fisher is a community where all are welcome, regardless of religious or cultural background. The University continues to honor its founders, the Congregation of St. Basil, by embracing their motto, "Teach Me Goodness, Discipline, and Knowledge." We are located in Pittsford, N.Y., seven miles outside of the city of Rochester. The campus is situated on 164 park-like acresa beautiful setting for a warm, friendly campus community.

Job Responsibilities - The Office Manager provides comprehensive administrative and clerical support to the Library Director, library staff, the Writing & Tutoring Center, and other Lavery departments, as needed. This role is responsible for coordinating schedules, managing library operations and facilities-related needs, maintaining records and calendars, and supporting communication across departments. The position also plays a key role in organizing events, maintaining accurate documentation, and ensuring efficient day-to-day Lavery functions. Additionally, the Office Manager serves as a liaison with campus partners and provides backup support for specialized library services, contributing to a well-organized and user-focused library environment.

Administrative SupportMaintain the Library Director's calendar.Schedule meetings for members of library staff internally and with other departments, vendors, etc., using Microsoft Outlook and ZoomMaintain Library Instruction Calendar. Enter statistics of core courses taught by librarians into Google form.Maintain Reference Schedule, including surveying librarians for preferred hours each semester, creating and inputting schedule, and obtaining coverage for shifts with conflicts.Perform regular rounds of entire building to find maintenance, housekeeping, technology, and safety issues.Manage work orders as the primary point of contact with Facilities staff.Make reservations of meeting/instruction rooms for library staff in and out of the library building.Administer use of library spaces for other users.Serve as the primary contact with Payroll to provide answers to timesheet questions and serve as proxy backup for library timesheets.Confirm building and service hours for breaks, per academic calendars and in consultation with Access Services/Coordinator of Research Services, and work with the Outreach team to communicate hours to campus.Provide administrative support for the Director of the Writing & Tutoring Center.Clerical and Office SupportCompose letters, draft reports and policies, etc. using MS Word, Excel; Google docs, sheets, forms.Create signs, labels, outreach materials, presentations, etc. using applications such as Microsoft applications and Canva.Maintain physical and electronic files, including those in shared electronic file repositories (Library Director's Office/Library Staff), to ensure easy access to most recent versions of documents/policies, etc.Collect and organize notes for Librarian, All Library Staff, and other meetings.Attend Library Faculty Committee meetings and assist with annual scholarship events and other projects.Plan library-related events, when appropriate, in coordination with the Outreach team, including working with Catering, IT/Media Services, Facilities staff.Use FisherLink to assist with Writing and Tutoring Center staffing and management.Cross-Functional SupportProvide backup support for other Lavery functions by:Supporting library department projects and participating on library committees.Provide clerical and administrative support for all departments in Lavery

Education / Experience - Required:2-3 years' experience as secretary/administrative assistant in a busy environmentPreferred:A.A. Degree (Secretarial Science, Office Administration)Library/Higher education experience

Competencies / Skills - Proficiency with word processing, spreadsheet, scheduling software (MS Office suite, Zoom, Google suite) required.Competence with survey (Qualtrics) software, as well as design/layout software such as MS Publisher and PowerPoint, and Canva preferred.Willingness to learn new software for projects is highly desirable.Familiarity with copiers, fax machines, printers required.Accuracy and attention to detail required.Ability to work independently required.Flexibility and willingness to take on special projects requiredAbility to work and communicate collegially with service technicians, vendors, patrons, guests to the library, alumni, and other university employees, including library work study students, required.Ability to communicate well in written form required.Ability to maintain confidentiality.Strong proofreading skills preferred.

Physical Demands - Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Periods of extended computer usage.Manual dexterity and data-entry skills required.Must be able to move throughout large, three-story building.Must be able to lift and carry books and supplies; bend and reach to load printers; push loaded book carts.Not a silent environment.

Supervision of Employees - none

Work Environment - Busy, open office area

Equipment to be Used - Computer/LaptopMultifunction Printer (print/copy/scan)Flatbed ScannerTelephone

Job Type - Full-time

Work Hours - Monday-Friday, 8:30 a.m. 4:30 p.m.

EEO Statement - It is the policy of St. John Fisher University to provide Equal Employment Opportunity to all employees and applicants for employment in accordance with the applicable federal, state, and local laws governing non-discrimination in employment in each locality in which the University has employees.The University does not discriminate against applicants or employees in hiring, promotion, termination or the terms and conditions of employment on the basis of race, color, religion, gender, sex, perceived sex, gender identity, gender expression, the status of being transgender, sexual orientation, national origin, citizenship, age, disability, marital status, military status, veteran status, predisposing genetic, characteristics or genetic information, arrest or conviction record, status as a victim of domestic violence, or any other characteristic protected by law.The Title IX Coordinator is the designated University official with primary responsibility for coordinating compliance with Title IX and related federal and state laws. The Title IX Coordinator, Meg Flaherty, Ph.D., can be reached by phone View phone number on click.appcast.io), email (View email address on click.appcast.io), in-person in Campus Center 209, or outside of business hours by contacting the Office of Safety and Security View phone number on click.appcast.io).

Work Location - 3690 East Ave., Rochester, NY 14618

FLSA - Non-Exempt

Salary / Hourly Range - $17.30 - $20.30 per hour

Notes - The salary range for this role is set based on a variety of factors, including but not limited to internal equity, qualifications, experience, and education. The above hiring range is one component of the University's competitive Total Rewards package which can be viewed here