University of Houston
Program Manager 2 - Front Office Manager (Dean's Office)
University of Houston, Houston, Texas, United States, 77246
Program Manager 2 – Front Office Manager
Department:
Dean's Office Bauer College
Salary:
49,400 - 56,200
Overview Manages the day-to-day operations of a large university program or department, including the supervision of staff employees, student workers, programs or processes. This includes planning and development of procedures, fiscal management, staff guidance, documentation, grant administration, policy implementation, property custody, and other duties as assigned.
Key Responsibilities
Plans and develops procedures for administering a large or complex department or program.
Manages fiscal activities, including procurement and budget analysis.
Provides guidance to subordinate staff and evaluates performance.
Prepares abstracts, research reports, funding proposals, operations and procedure manuals, and other written material and documentation.
Creates and reviews reports of expenditures and activities.
May administer grants and grant-related communications, scholarships and other operations.
Develops, implements and maintains appropriate policies and procedures.
May serve as property custodian for the department.
Performs other job‑related duties as assigned.
Front Desk Operations
Supervise Dean’s Office front desk operations.
Provide office coverage at the front office desk during business hours Monday‑Friday 8am‑5pm.
Welcome and assist students and visitors in‑person and by phone, directing calls to appropriate departments.
Receive, respond and resolve more difficult customer inquiries and complaints by thorough research and effective resolution.
Hire, train, supervise, and evaluate the work of student employees.
Provide training to student employees in details of work.
Prepare student employee schedules and approve their timesheets.
Communicate effectively with all student employees and provide them with information necessary to provide excellent customer service.
Process daily mail and distribution in the mailroom and notify appropriate departments.
Safeguard all keys stored at the front desk.
Proactively identify process improvement opportunities.
May perform the duties of front desk when needed.
Assist with decorating the office.
Payroll
Process student and temp staff ePARs (hire, edit, change/term), ePOIs, and Adroit positions incl. required backup documentation.
Request payroll corrections before payroll deadlines.
Initiate, verify and finalize temp staff and student employee termination checklists.
Audit biweekly and monthly timesheets via payroll reports and inform managers of outstanding items.
Financial
Process office supplies requests (order and purchase) for the Dean’s Office and Bauer Communications.
Process vouchers for payment.
Create requisitions.
Process travel requests and reimbursements for faculty, staff, students, and guests.
Facilities
Serve as property custodian for the dean’s office and assist other departments.
Submit FIXIT work orders.
Other
Monitor and respond to Bauer Approval, Bauer Printing, and Bauer Reservations email accounts.
Oversee printing requests from department faculty and staff.
Assist faculty, staff, and students with room reservations in AdAstra.
Coordinate tuition waivers requests for CBA approval.
Oversee and process onboarding of department staff (keys, phone number, computer setup, etc.).
Represent the department and college in office and written correspondence with a pleasant and helpful demeanor.
Safeguard all confidential information.
Coordinate with dean’s office SME to resolve payroll and financial records issues.
Interpret university and Bauer policies and procedures, and confer with the dean’s office SME to maintain compliance.
Preferences
Excellent customer service skills and orientation.
Detail orientation.
Experience with financials.
Experience with Excel and willingness to learn.
Demonstrated ability to manage multiple priorities and deadlines in a fast‑paced environment.
Strong written and verbal communication skills, with the ability to clearly communicate policy and procedures.
Qualifications
Education considered in lieu of experience.
Experience considered in lieu of education.
Application Requirements
Required Attachments: Cover Letter, Resume
Notes to Applicant: Please include full work history on resume.
Additional Information MQ: Education: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job‑related 4 year degree from a college or university or an equivalent in‑depth specialized training program that is directly related to the type of work being performed. Experience: Requires a minimum of one (1) year of directly job‑related experience. Certification/Licensing: None.
Legal Statements All positions at the University of Houston-System are security sensitive and will require a criminal history check.
The University of Houston System and its universities are Equal Opportunity Institutions. Everyone is encouraged to apply.
#J-18808-Ljbffr
Dean's Office Bauer College
Salary:
49,400 - 56,200
Overview Manages the day-to-day operations of a large university program or department, including the supervision of staff employees, student workers, programs or processes. This includes planning and development of procedures, fiscal management, staff guidance, documentation, grant administration, policy implementation, property custody, and other duties as assigned.
Key Responsibilities
Plans and develops procedures for administering a large or complex department or program.
Manages fiscal activities, including procurement and budget analysis.
Provides guidance to subordinate staff and evaluates performance.
Prepares abstracts, research reports, funding proposals, operations and procedure manuals, and other written material and documentation.
Creates and reviews reports of expenditures and activities.
May administer grants and grant-related communications, scholarships and other operations.
Develops, implements and maintains appropriate policies and procedures.
May serve as property custodian for the department.
Performs other job‑related duties as assigned.
Front Desk Operations
Supervise Dean’s Office front desk operations.
Provide office coverage at the front office desk during business hours Monday‑Friday 8am‑5pm.
Welcome and assist students and visitors in‑person and by phone, directing calls to appropriate departments.
Receive, respond and resolve more difficult customer inquiries and complaints by thorough research and effective resolution.
Hire, train, supervise, and evaluate the work of student employees.
Provide training to student employees in details of work.
Prepare student employee schedules and approve their timesheets.
Communicate effectively with all student employees and provide them with information necessary to provide excellent customer service.
Process daily mail and distribution in the mailroom and notify appropriate departments.
Safeguard all keys stored at the front desk.
Proactively identify process improvement opportunities.
May perform the duties of front desk when needed.
Assist with decorating the office.
Payroll
Process student and temp staff ePARs (hire, edit, change/term), ePOIs, and Adroit positions incl. required backup documentation.
Request payroll corrections before payroll deadlines.
Initiate, verify and finalize temp staff and student employee termination checklists.
Audit biweekly and monthly timesheets via payroll reports and inform managers of outstanding items.
Financial
Process office supplies requests (order and purchase) for the Dean’s Office and Bauer Communications.
Process vouchers for payment.
Create requisitions.
Process travel requests and reimbursements for faculty, staff, students, and guests.
Facilities
Serve as property custodian for the dean’s office and assist other departments.
Submit FIXIT work orders.
Other
Monitor and respond to Bauer Approval, Bauer Printing, and Bauer Reservations email accounts.
Oversee printing requests from department faculty and staff.
Assist faculty, staff, and students with room reservations in AdAstra.
Coordinate tuition waivers requests for CBA approval.
Oversee and process onboarding of department staff (keys, phone number, computer setup, etc.).
Represent the department and college in office and written correspondence with a pleasant and helpful demeanor.
Safeguard all confidential information.
Coordinate with dean’s office SME to resolve payroll and financial records issues.
Interpret university and Bauer policies and procedures, and confer with the dean’s office SME to maintain compliance.
Preferences
Excellent customer service skills and orientation.
Detail orientation.
Experience with financials.
Experience with Excel and willingness to learn.
Demonstrated ability to manage multiple priorities and deadlines in a fast‑paced environment.
Strong written and verbal communication skills, with the ability to clearly communicate policy and procedures.
Qualifications
Education considered in lieu of experience.
Experience considered in lieu of education.
Application Requirements
Required Attachments: Cover Letter, Resume
Notes to Applicant: Please include full work history on resume.
Additional Information MQ: Education: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job‑related 4 year degree from a college or university or an equivalent in‑depth specialized training program that is directly related to the type of work being performed. Experience: Requires a minimum of one (1) year of directly job‑related experience. Certification/Licensing: None.
Legal Statements All positions at the University of Houston-System are security sensitive and will require a criminal history check.
The University of Houston System and its universities are Equal Opportunity Institutions. Everyone is encouraged to apply.
#J-18808-Ljbffr