Office Manager

The Office Manager reports directly to the Executive Director of Admissions and is responsible for the overall management of the office, student ambassadors, graduate assistant, and front reception area. A key purpose of this role is to protect leadership bandwidth by proactively managing administrative, operational, and logistical responsibilities with a high degree of independence and accountability. The ideal candidate thrives in a fast-paced, high-expectation environment, anticipates needs, takes initiative without prompting, and consistently demonstrates professionalism, sound judgment, strong follow-through, and operational excellence. This role is best suited for an individual who enjoys creating order, improving systems, supporting leadership, and managing people effectively while helping a team operate at a consistently high level. This is a full-time, year-round staff position based on campus in Nashville and is not eligible for remote work. Responsibilities This role has three key components: 40% Office Management, 40% Student Employee Management, and 20% Executive Support. Office Management Serve as the operational leader of the Admissions Office by ensuring all front-facing operations, administrative processes, and office environments reflect a high standard of professionalism, hospitality, organization, and efficiency Ensure all guests, visitors, students, families, vendors, and callers receive exceptional customer service and a professional, welcoming experience that reflects positively on the university and Admissions Office Manage and oversee front desk operations and primary university switchboard coverage, ensuring calls, communication, and guest interactions are handled promptly, professionally, and accurately Oversee the coordination, scheduling, and execution of daily office operations and business processes, ensuring responsibilities are appropriately delegated, resourced, monitored, and completed with excellence Maintain ownership of the overall appearance, organization, cleanliness, and functionality of the Admissions Office, including shared spaces, storage areas, reception spaces, and employee offices Organize and maintain office filing systems and digital records, including Microsoft SharePoint and other operational documentation systems Process office purchasing and restocking needs, including monitoring inventory levels and coordinating timely ordering of office supplies and operational materials Process financial and administrative documentation with accuracy and timeliness, including Accounts Payable paperwork, purchasing requests, and operational forms Coordinate maintenance, technology, and facility-related needs by proactively identifying issues and submitting and monitoring appropriate work orders Open and close the Admissions Office daily and ensure operational readiness for all business hours, maintaining a professional, organized, and fully functional office environment. This role requires a 7:45 AM – 4:35 PM work schedule to accommodate this responsibility. Maintain awareness of office operations, staff responsibilities, departmental priorities, and ongoing projects in order to proactively address operational needs and support departmental effectiveness Record, distribute, and maintain meeting notes, action items, and operational follow-up communication for departmental meetings In conjunction with the Executive Director of Admissions, coordinate employee engagement, appreciation, and morale-building initiatives for student and full-time staff that contribute to a positive, connected, and professional office culture Exercise independent judgment, initiative, and ownership in managing office operations, resolving issues, maintaining standards, and ensuring the Admissions Office consistently operates with excellence and professionalism Student Employee Management Supervises student ambassadors and graduate assistants executing business processes, including answering the university switchboard, cleaning, organizing, inventory, and data entry Manage student employee performance by setting expectations, monitoring productivity, maintaining accountability, and reinforcing professionalism, productivity, accountability, and appropriate workplace expectations in conduct, communication, and work quality Effectively delegates responsibilities and maximizes the strengths and time of student employees to support office efficiency and operations In conjunction with the Executive Director of Admissions, evaluate workflows and suggest and implement process improvements to maximize efficiency and effective utilization of student workers Train, direct, and provide ongoing oversight to student employees to ensure tasks are completed accurately, consistently, and on time Approve and monitor time logs for all student employees to ensure accuracy and compliance with university policies Lead the student worker hiring and onboarding process, including candidate screening, interview coordination, interviewing and selection recommendations, employment processing, onboarding, and training to ensure student employees are prepared to meet office expectations and professional standards Lead the planning and execution of the annual student worker training event by managing all event logistics, coordinating presenters and training content, developing the event schedule, overseeing communication and materials, and ensuring a high-quality, professional onboarding experience for student employees Proactively develop and coordinate student employee engagement and appreciation initiatives that strengthen morale, professionalism, retention, and team culture within the office environment Executive Support Serve as an administrative support partner to the leadership team, including the Vice President, Executive Director of Admissions, Executive Director of New Student Financial Aid, Director of Events and Special Teams, and Director of Enrollment Systems Provide proactive, high-level administrative support by anticipating leadership needs, exercising sound judgment, and taking initiative to streamline workflows, reduce operational burdens, and improve team effectiveness Respond to leadership and departmental needs with flexibility, urgency, professionalism, and a solution-oriented mindset Execute administrative tasks and operational requests with accuracy, efficiency, and attention to detail while requiring minimal oversight or direction Support leadership and office operations through coordination of communications, mailings, document preparation, scheduling, printing, errands, event support, phone calls, and other operational or administrative needs Maintain awareness of leadership priorities, schedules, deadlines, and departmental activities in order to proactively identify ways to support the team and improve operational effectiveness Demonstrates professionalism, composure, initiative, discretion, and strong interpersonal judgment in both leadership support and front-facing interactions Serve as a dependable operational resource for the department by assisting with time-sensitive projects, special assignments, and evolving office needs as they arise Communicate office announcements and maintain departmental schedules and calendars across virtual and physical platforms Serve as a point of contact for general office questions and operational guidance for staff, student employees, and campus partners This role is not task-based support; it is ownership-based leadership support responsible for anticipating needs, managing workflows, and ensuring operational effectiveness across the leadership team. The position operates with a high level of autonomy in day-to-day responsibilities, while maintaining alignment with leadership direction for strategic decisions, policy changes, and departmental priorities. Other duties and responsibilities as assigned Other duties and responsibilities as assigned. Qualifications Bachelor’s degree is required Prior background with Trevecca Nazarene University is preferred but optional Customer service or hospitality experience preferred but not required Management experience preferred but not required Experience in higher education environment as an employee preferred but not required Communicates effectively and professionally, both orally and in writing Works effectively with diverse populations Must be able to independently manage projects from initiation through completion, including providing proactive updates without requiring follow-up Analyzes, strategizes, and solves problems to make independent evaluative judgment Performs complex tasks and prioritizes multiple tasks with skills in organizing resources and establishing priorities Must demonstrate a high level of discretion and ability to handle confidential information appropriately Demonstrated ability to independently manage projects, anticipate needs, prioritize responsibilities, and consistently follow tasks through to completion Must demonstrate calm, composed, and solution-oriented behavior in high-demand or fast-moving situations Ability to exercise discretion, sound judgment, and proactive communication in support of departmental leadership and operations Ability to work on campus Monday-Friday, 7:45 AM-4:35 PM, with some weekends required as needed Strong computer skills in M.S. Office and Canva applications In rare cases, travel is required for this position. As such, a valid driver’s license, clean driving record, and reliable transportation are required. To be eligible for mileage reimbursement, you must carry personal vehicle insurance that meets minimum coverage amounts as designated by the university Commitment to the mission and goals of Trevecca Nazarene University, including agreeing to live in accordance with the University’s lifestyle expectations and willingness to embrace the University’s faith tenants and commitment to the Church of the Nazarene doctrine For the full job description visit: #J-18808-Ljbffr Trevecca Nazarene University