Office Manager, Center for Academic Advising and Transfer Services (CSEA)

Job Description

Job Description

The Office Manager, Center for Academic Advising and Transfer Services (CAATS) duties involve responsibility for the day–to-day operations of an office in a department or a division. Duties include ensuring that the office work flows smoothly, and that the performance of special tasks assigned by the department or division head are properly completed. Work is performed under the general supervision of an administrator with leeway allowed for the exercise of independent judgment in carrying out details of the work.

FLCC is committed to diversity, equity and inclusion, and strives to provide an environment that embodies these principles. We strive to attract talented personnel from diverse backgrounds and traditions, particularly of race and ethnicity, gender, gender identity, sexual orientation, nationality, culture, religion, worldview and physical and mental abilities. As such, applicants from historically under-represented groups are highly encouraged to apply.

Qualifications:

Educational Background and Experience: Associate’s degree required; Bachelor’s degree preferred.

Special Skills: Excellent written, oral, and interpersonal communication skills and the ability to use these skills for effective interactions with all members of the College community, but particularly students, faculty, and staff. Also:

• In-depth working knowledge of office terminology, procedures, and equipment

• Knowledge of database management

• Ability to create, design, and set up appropriate forms, charts, surveys, etc.

• Proficient knowledge of Microsoft Office Suite

• Strong analytical skills/attention to detail

• Ability to communicate effectively with students, visitors, staff, faculty.

Specific Responsibilities:

1. Oversees the day-to-day operations assuring that the office work flows smoothly, and the
   performance of special tasks as assigned by the department or division head are properly completed.

2. Supervises and participates in the maintenance of departmental records and archives.

3. May oversee the billing (AR/AP) process for business office operations.

4. Coordinates agency data processing involving systems analysis and designing and creating forms.

5. Establishes office practices and procedures relative to workflow and communication needs.

6. Possesses thorough knowledge of office terminology, procedures and equipment.

7. Good knowledge of the principles and modern practices of office and personnel management.

8. Familiarity with departmental organization functions, policies, laws, regulations and procedures.

9. Ability to understand and carry out complex oral and written instructions.

10. Ability to operate various hardware and software platforms.

11. Ability to prepare financial statements, correspondence and reports.

12. Ability to communicate, both orally and in writing, with staff, other college departments and the public.

13. Ability to secure the cooperation of others.

14. Ability to deal effectively with the public.

15. Good judgment in solving complex clerical and routine administrative problems.

16. Initiative and resourcefulness; tact and courtesy; integrity.

17. Performs related duties as assigned.

Department-Assigned Duties and Responsibilities:

1. Serves as first point of contact for students, families, and visitors to the CAATS Office by providing a welcoming, professional in-person and phone experience.

2. Answers and routes incoming calls and emails, responds to general inquires, and provides accurate information or referrals as needed.

3. Schedules new and current students and manages appointments for advisors, ensuring efficient use of calendars and timely communication.

4. Assists with tracking, data entry, and reporting related to new student registration attendance

5. Supports office operations by maintaining organized records and interoffice communication.

Physical Requirements:

In accordance with the Americans with Disabilities Act, this job description contains only qualifications that are required, with or without a reasonable accommodation.

1. Ability to use a computer for extended periods of time.

2. Must be able to remain in a stationary position 50% of the time.

3. The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.

Benefits and salary range:

Applicants receiving benefits through the New York State Retirement System should review state regulations regarding post-retirement employment. This position is not eligible for employment under a Section 211 waiver.

1. Competitive starting hourly rate in the range of $21.57 - $22.89 and is commensurate with qualifications

2. NYS retirement or Optional SUNY Retirement Program

3. SUNY Voluntary Savings Plan

4. Comprehensive Health and Dental Insurance through Excellus BCBS

5. FSA

6. 15.5 days of annual leave, 1 sick day, and 13 holidays annually

7. FLCC Tuition Waiver for employee and dependents

8. Tuition assistance – 4-year institutions

Special Notes: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements.

Application Instructions:

Applicants interested in applying MUST submit the following documents via online:

1. Resume/Cv

2. Cover letter

Applications will only be accepted online.

Finger Lakes Community College does not discriminate against any employee, applicant for employment, student or applicant for admission based on an individual’s race, color, national origin, religion, creed, age, disability, sex, gender identification, gender expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, veteran status, domestic violence victim status, criminal conviction or any other category protected by law. The College adheres to all federal and state civil rights laws prohibiting discrimination in public institutions of higher education.