Office Manager

Terms and Hours Full time non-exempt position; 35 hours per week Salary Range Salary Range Starting Hourly Wage $21.05, commensurate with experience Job Summary The Office Manager for International Engagement provides key support in the administration of programs and services for Study Abroad and International Student Services. This position will serve as the primary point of contact for inquiries related to international services through in-person, email and phone communications. The Office Manager performs administrative support to the Office of International Engagement staff and other relevant Academic division offices as needed to advance internationalization and diversity initiatives at the University. This position reports to the Director of Study Abroad. Core Duties Act as primary point-of-contact for International Engagement inquiries, serving as a critical resource about policies and procedures applicable to Study Abroad and International Student Services. Provide excellent customer service and a welcoming environment to a diverse array of people (including prospective domestic/international applicants, exchange program partners, parents, off-campus guests, alumni, faculty members, researchers, new and current students) for in-person, email, and phone inquiries. Provide general advising for student, faculty, and parents regarding Study Abroad and International Student Services inquiries. This includes tabling at campus events, assisting students with application systems, processing forms, and general customer services. Respond to internal and external inquiries and take appropriate action as required including proactively addressing potential issues and systematic matters. Act proactively in bringing information and potential issues to the attention of the supervisor or supervisor’s designee. Perform duties associated with providing administrative support and coordinating projects and products, including serving as a point of contact and liaison within the office for assigned areas, as well as a liaison with staff and administrators in other offices across campus for assigned areas. Process and monitor financial transactions on behalf of the Office of International Engagement, which may include researching and resolving discrepancies. This includes activities such as keeping track of budgets, helping to process reimbursement requests, reconciling department credit card payments, and generating budget reports. Compose and draft documents and correspondence for presentations, letters, and other business. Edit and fact check materials for distribution or publication. Create, maintain, modify, and/or ensure accuracy of content in various documents, reports, websites, and other media. May prepare briefings for supervisor or supervisor’s designee before meetings. Oversee and carry out duties associated with scheduling, organizing, and operating meetings and events, including arranging for services, overseeing the production and distribution of materials, recording minutes, and administering logistics. Maintain professional staff calendars and department calendar of weekly, monthly and semester events, resolve calendaring conflicts, and arrange travel Gather or record data and create reports and spreadsheets that utilize specialized software and systems. Manage web-based Study Abroad student application portal, processing updates to forms, updating applications, and tracking and downloading reports. Work directly with PIA (Pacific International Academy) and the ISS Director for onboarding new PIA employees and PIA students to get access to UP information systems. Serve as the point of contact for general maintenance and other facility concerns for the department, including reporting any incidents or potential safety problems to appropriate representatives. Serve as point of contact for room access, including managing reservations for the Diversity Center as needed. Support supervision of student employees as assigned which includes duties related to hiring, scheduling, training, providing guidance, assigning tasks, prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and performance management and evaluation. Actively contribute to the efficiency and impact of the Office of International Engagement to advance internationalization and diversity initiatives at University of Portland. Other duties as relevant to the duties of the position or as assigned by supervisor or designee. Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility. Education & Experience Required: Associate’s degree and one year of related experience. Preferred: Experience working with diverse, multicultural, and/or international individuals or groups. Or a combination of equivalent education and/or experience. Certifications & Licenses Required: None. Knowledge, Skills & Abilities Proven success in following through and completing projects in a multitasking environment. Strong orientation towards taking initiative and ownership of projects and assignments and being proactive with projects, assignments, and process improvements. Ability to prioritize, multitask, and meet deadlines. Excellent organizational skills and attention to detail. Excellent analytical, critical thinking and problem-solving skills. Research skills and ability to present data in a clear and persuasive manner. Excellent verbal and written communication skills. Ability to routinely and independently exercise sound judgment in making decisions. Ability to maintain confidentiality and effectively handle highly sensitive and confidential information with sound judgment, tact, and discretion. Ability to work independently, receive supervisory input and directions, and effectively contribute and work with a team. Excellent customer service and interpersonal skills. Competence with and commitment to inclusion Excellence; ability to be an effective partner with diverse students, faculty, and staff. Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes. Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems. All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties. Physical Requirements Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork. Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 25 pounds. Occasionally: ability to attend events and activities on or off campus. Frequently: ability to interact and communicate with members of the University and others as necessary. Working Conditions Hours of employment: sometimes may require working flexible and/or longer hours, including early mornings, evenings, nights, and weekends, when necessitated by projects. Work-related stress: sometimes there may be stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters. Work Standards Respect for the University’s mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University’s mission statement states in relevant part: “we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world.” The University’s Statement of Inclusion states in relevant part: “Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity.” The full Mission Statement is at: . The full Statement of Inclusion is at: . Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University. Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements. Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity. Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, and eligibility for the University’s home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.) Special Instructions Summary Required Documents Resume Cover Letter Optional Documents Supplemental Questions Required fields are indicated with an asterisk (*). Contact University of Portland 5000 N. Willamette Blvd Portland, Oregon 97203-5798 View phone number on click.appcast.io View email address on click.appcast.io #J-18808-Ljbffr