Office & Conference Services Manager

Office & Conference Services ManagerCategory: StaffDepartment: Facilities OperationsLocations: Northfield, VTType: Full-timeRef. No.: S00088Salary Type: HourlySalary Range: $18.50 - $23.00Position ID: 205132About Norwich University:Founded in 1819, Norwich University is the oldest private military college in the country and the birthplace of the Reserve Officers' Training Corps (ROTC). Today we are a diversified academic institution that offers undergraduate and graduate degrees and professional certificates to adult learners online and to Corps and civilian lifestyle students on campus. Norwich faculty and staff challenge all of our students to push themselves academically, socially, and as leaders. Our graduates build upon their Norwich educations to launch or grow careers and make outsized contributions to their communities, the nation, and the world.Norwich University is located in the beautiful Green Mountains of Vermont, only 20 minutes from the state capital, Montpelier, and three hours from Boston or Montreal. It is a private institution nestled in a rural setting with a campus size of 1,200 acres.Our excellent benefit package includes medical, dental, vision, group life, and disability insurances, flexible-spending accounts for health and dependent care, a 403(b) retirement plan with employer match, an employee assistance program, paid time off, use of the University pool and fitness center, and tuition scholarships for eligible employees and their family members. Some employees may qualify for the Public Service Loan Forgiveness Program on their Federal Student Aid Direct Loan balance. For more information about our benefits, visit DescriptionFulfills the mission of Norwich University by providing administrative and financial support to Facilities Operations. by facilitating day-to-day operations within the department and by providing logistical support for Norwich University Events.Essential FunctionsFacilitates daily office functions to include:Front desk coverageTelephone and email communications to the officeCalendar managementTravel accommodations such as registration, lodging, and air travelAssists staff with scheduling, coordinating maintenance, and is tasked with logistical support for Norwich University Events.Scheduling meetings, coordinating necessary arrangements, preparing agendas and collecting materials as needed, attending and taking meeting minutes, and producing and distributing minutes to designated parties.Creates documents used in support of presentations.Supports and assists committees led by this office.Supports various projects as assigned.Researches, compiles, and prepares reports as requested.Produces basic correspondence as assigned.Pays invoices.Reconciles purchasing and/or travel cards.Maintains office supplies inventory.Creates and maintains shared folders.Assists in the design, development, and upkeep of related MS Team sites.Supervises work study students.Processes hiring requisitions, hiring forms, and contracts as directed.Facilitates new employee onboarding.Assists in the preparation of budgets.Monitors budget and prepares financial reports as required.Creates and maintains efficient procedures for the office and recommends improvements related to external processes.Supports the department in planning and managing facilities projects, including renovations, office moves, and building improvements.Coordinates with Facilities staff, vendors, and contractors to ensure services are performed according to contracts and service agreements.Monitors the department to ensure compliance with regulations and standards.Assists with facilities-related issues and emergencies promptly, ensuring minimal disruption to operations.Facilitates Rental Property management to include collecting rent payments and oversight of tenant utilities.Supports in the development and implementation of facilities management policies and procedures.Essential Functions - Conference ServicesResponsible for Sales and Marketing for Norwich University Conference Services.Tasked to work with new and established clients to foster relations and facilitate the workup of contracts.Works logistically with the Norwich Food Service provider and client, to set up dining schedules.Creates client service quotes/estimates/proposals, invoices, receives payments, deposits check to Bursar Office, and reconciles transactions in banner.Responsible for oversight of scheduling client dorm residency, and schedules client classrooms and athletic spaces on campus.Oversees all event management logistics with clients; to include scheduling function location and acts as liaison with the Food Service Catering Manager.Works in unison with Norwich Scheduler to facilitate event setups with clients.Responsible to meet with prospective clients, initiate pricing and show campus facilities.Continuously focused to Integrate Sales and Marketing at Conference Services and Kreitzberg Arena, to provide efficient processes and high-quality level of services.Other FunctionsMaintains confidentiality of sensitive or private information.Communicate with employees, students, and others in a respectful and clear manner.Serves on University committees, councils, workgroups, or other designated bodies as assigned.Achieves, maintains proficiency in, and utilizes computers, telephones, and other job-related equipment, including related systems and software.Speaks, reads, and writes in English.Communicates by telephone, email, letter, in person, or other means or device.Performs other tasks as assigned by supervisor.RequirementsHigh school diploma or equivalent; some college preferred1 year administrative, financial or general office experience, preferably in higher educationAttention to Detail to ensure thorough completion of administrative tasks.Strong verbal communication and ability to provide clear instructions and interact professionally.Work effectively with colleagues, maintain composure, and demonstrate integrity and discretion.Identify problems, propose solutions, and adjust actions in coordination with others.Proficiency in MS Office (Word, Excel, SharePoint, Teams, and Outlook).Able to sit, squat, reach, push, pull, and manipulate related equipment; lift 25 pounds; travel outdoors to various parts of the campusWork some evening or weekend hours. Hours may vary depending on special events, seasonal maintenance schedules, or emergency situations.Travel as needed.Environmental ConditionsIndoor work at a computer workstation with client interactions around campus.Low level of exposure to noise, dust, fumes, vibrations, and temperature changes.Additional Information:Norwich University is an Equal Opportunity Employer and is committed to providing a positive education and work environment that recognizes and respects the dignity of all students, faculty and staff. Reasonable accommodations will be made for the known disability of an otherwise qualified applicant. Please contact the Office of Human Resources at View email address on click.appcast.io for assistance.All candidates must be legally authorized to work in the United States without requiring immigration sponsorship, including but not limited to non-immigrant visas such as H1B, STEM, or F1, now or in the future. A post offer, pre-employment background check will be required of the successful candidate.