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. Will ensure prompt, professional, and courteous service to all patrons.

This position is only open to current NOVA employees. If you are not a current NOVA employee, your application will not be considered.

Duties & Tasks:

• Works closely with other senior administrative staff in the Office of the President, Executive Vice President, Vice Presidents, Provosts, and Deans to promote communication and coordination among offices.
• Ensures the smooth operation of the Student Success division at the Alexandria Campus and to assist the Dean/Associate Dean in support of the units/division and college wide responsibilities.
• Managing routine and non-routine business, day-to-day operations, and activities of a busy office. Manages phone calls and correspondence (email, letters, and packages). Maintain office coverage and equipment.
• Performs administrative duties which involve confidentiality, accountability, and responsibility for making decisions on varied issues and policies affecting the operation of the department, particularly handling confidential materials related to employee and student hiring.
• May assist with the operational flow of the division office and leadership calendars.
• Greet and direct as needed all internal/external visitors and callers with courtesy while providing accurate and timely information. Assessing customer needs and handling complaints with professionalism. Referring complaints to appropriate parties when necessary.
• Provides assistance and support to faculty, staff, students and on occasion, externally with members of the community, alumni, and other professionals.
• Provides general administrative support for division employees.
• Accurately creates and maintains records and databases.
• Utilizes regularly available 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 the completion of Human Resources and/or Student related actions.
• Prioritize workload to ensure timely completion of projects and requested reports to ensure smooth and efficient operation of the division.
• May also be tasked with leading, organizing, planning, and implementing department, division, or campus events as well as helping to train other administrative assistants on college processes and procedures.
• Purchases supplies for the office staff and faculty members through the VCCS eVA procurement process. Assists with travel arrangements.
• May perform or be responsible for inventory, procurement, purchasing and budgetary actions that support the division. May supervise full-time, part-time and/or student hires as directed by the Dean. Special Assignments: May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

Minimum Qualifications:

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 and explain 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 10:30am-7pm shift on Mondays

Additional Considerations:

• Experience in 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, Image Now HR system and Canvas.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer