Office Manager for VP of Student Achievement

Summary The Office Manager for the Vice President of Student Achievement and Academics (VP) plays a pivotal role in supporting the administrative and operational functions of the academic affairs operation at Jackson College. The position requires strong organizational skills, attention to detail, and the ability to work under pressure while maintaining a high level of professionalism. The office manager manages and coordinates the VP’s work, provides limited support to the deans, supervises student workers, and works closely with faculty and committees. Responsibilities also include grant administration for the Carl D. Perkins program, compliance with federal and state regulations, and coordination with the Michigan Department of Labor. Essential Functions Provides administrative support services to the VP and to the departments that report to the VP. Manages the flow of information through the VP’s office, both paper‑based and in the electronic environment, and responds independently when possible. Acts as the primary point of contact for the office, handling inquiries and communications from faculty, staff, students, and external parties. In the absence of the VP and/or Academic Deans, uses creative problem‑solving and directs concerns to appropriate personnel. Maintains the Academic Deans’ website in coordination with the VP, Academic Deans, institutional integrity committees, and Marketing. Arranges registration, travel accommodations, travel forms, and meeting arrangements for the VP, Academic Deans, Academic Integrity Committees, and other department administrators. Oversees agenda and materials for Academic Integrity Committee Meetings, Academic Leadership Team, Academic Council, recording of minutes, and posting online. Oversees Outstanding Faculty Awards, Student Excellence Awards, Outstanding Student Awards, Academic Dishonesty processes, and Deans’ List. Organizes and coordinates meetings and events related to Academic Affairs, including preparing agendas, minutes, and relevant materials. Develops, plans for, and facilitates the implementation of special projects, solutions, and procedures. Documents processes, maintains data files, and supports the academic environment in information and reporting needs. Processes Professional Activity Requests for faculty and staff. Ensures compliance with Travel Policy and Travel Voucher reimbursement requests. Processes Purchase Order Requisitions and Vouchers that require VP approvals to ensure purchasing policy is followed and budgets are maintained. Administers Carl D. Perkins grant funding, including working with the Michigan Department of Labor, preparing and submitting required reports, tracking purchasing activity, maintaining documentation, and ensuring compliance with applicable federal and state regulations. Processes and ensures all stipend requests requiring VP and Academic Dean approval are accurate and have been completed as described. Leads or contributes to special projects as assigned by the VP, which may include research, data analysis, report preparation, and presentations. Works with the Institutional Research and the VP office to maintain college policies. Responsible for understanding, supporting, and actively demonstrating the College’s beliefs, values, mission, and vision, and being in agreement to be evaluated by the same. In conjunction with the VP, manages the federal Perkins V Grant, overseeing compliance, reporting, and purchases used by the grant. Serves in supporting departments with accreditation compliance. Collaborate with Faculty and Deans to ensure articulation agreements are developed and maintained in a timely manner. Coordinate partnership signing events with external partners and marketing. Supervisory Responsibilities Assigns and directs the work of student employees. Qualifications To perform this job successfully, an individual must satisfactorily perform each essential duty. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience: Associate’s degree (A.A.) or equivalent from a two‑year college or technical school; or three years related experience and/or training; or equivalent combination of education and experience. Other Skills and Abilities Ability to manage a complex project from initiation through completion, work independently, and possess a thorough knowledge of the Instructional Division of the institution and its personnel. Capable of maintaining workload and professional appearance in a stressful environment. Knowledge of administrative software and organization of research material is required. Ability to present a positive image for the College in relations with others and in one’s personal habits. Cooperative personality to function effectively with others and resolve conflicts. Extreme care in preserving the confidentiality of records and activities related to the position. Ability to handle multiple tasks, coordinate projects and people, and take initiative. Excellent customer relations skills. Computer Skills Must have thorough knowledge of Microsoft Office including Word, Access, Excel, web‑based systems, Publisher, Outlook, PowerPoint, web page development software, Adobe, and data‑based database systems (preferably Colleague and Web) are essential. Experience with purchasing, budget‑tracking, and grant‑reporting systems is also preferred. Language Skills Excellent written and oral communication and note‑taking skills, as defined by the supervisor. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence, and document processes and procedures. Mathematical Skills Ability to calculate figures and amounts such as fractions, percentages, ratios, and proportions in practical situations. Knowledge of statistics is helpful. Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Physical Demands Physical demands of the job are typical of those in a normal office environment. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Equal Opportunity Employer Applicants have rights under Federal employment laws. Jackson College is an Equal Opportunity Employer that actively supports workforce diversity. #J-18808-Ljbffr