Kennesaw State University
Office Manager, Office of the President and Office of the Provost
Kennesaw State University, Kennesaw, Georgia, us, 30156
Job Title:
Office Manager, Office of the President and Office of the Provost
Location:
Kennesaw, Georgia
Regular/Temporary:
Regular
Full/Part Time:
Full-Time
Job ID:
291655
About Us Are you ready to transform lives through academic excellence, innovative research, strong community partnerships and economic opportunity? Kennesaw State University is one of the 50 largest public institutions in the country. With growing enrollment and global reach, we continue to expand our institutional influence and prominence beyond the state of Georgia. We offer more than 190 undergraduate, graduate, and doctoral degrees to empower our 47,000 students to become thought leaders, lifelong learners, and informed global citizens. Our entrepreneurial spirit, high-impact research, and Division I athletics draw students from throughout the region and from more than 100 countries across the globe. Our university's vibrant culture, career opportunities, rich benefits, and values of respect, integrity, collaboration, inclusivity, and accountability make us an employer of choice. We are part of the University System of Georgia. We are searching for talented people to join Kennesaw State University in our vision. Come Take Flight at KSU!
Location (Primary Location for Job Responsibilities) Our Kennesaw campus is located at 1000 Chastain Road NW, Kennesaw, GA 30144.
Our Marietta campus is located at 1100 South Marietta Parkway, Marietta, GA 30060.
Department Information DEPARTMENT SPECIFIC TASKS AND RESPONSIBILITIES
Works under the direction of both the Office of the President and the Office of the Provost
Serves as receptionist (greeting, announcing, and directing or escorting visitors) for the Office of the President and the other administrative divisions located on the floor
Is primary responder for answering the Office of the President mainline phone providing information, taking detailed messages, and/or transferring or redirecting calls to the appropriate contact, and secondary responder for the Office of the Provost and Academic Affairs mainline phone
Assists with meetings, events and other administrative projects as required
Provides a high-level of customer service and advance administrative support with a high-level attention to detail and includes travel support and proofing of written communications
Processes, analyzes, reviews, and submits a large volume and complex purchases (peaking at fiscal year-end and with contract expirations/renewals)
Researches and submits purchasing requests via multiple methods including ePro, Payment Center, and Purchasing Card to acquire office supplies, equipment, software, and other items or services; assists in resolving billing issues associated with open purchase orders; Processes a large volume of KSU Foundation reimbursements and payments
Assists with the management of office equipment inventory, office moves, and door accesses
May assist with employees on-boarding or off-boarding
DEPARTMENT SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES
Able to adapt to quickly changing circumstances
Able to take initiative and be a self-starter
Ability to maintain a high level of confidentiality and professional discretion
Job Summary Provides administrative and clerical support to assigned location, department, college and/or unit. Develops, maintains and ensures compliance of department records. Assists with budgetary matters, tracks department funds and purchasing. Compiles reports and monitors assigned projects and/or program components. May supervise assigned clerical staff and/or student assistants. May maintain the assigned location's Purchasing Card (PCard) usage and processes.
Responsibilities KEY RESPONSIBILITIES
Assists with assigned area administrative and clerical duties
Maintains email, voicemail boxes and filing system
Receives and distributes incoming and outgoing mail
Manages supply inventory and submits invoices for payment
Responsible for utilizing and maintaining the department’s purchasing card (PCard), cash and/or credit card
Prepares department meeting agendas, meeting notes and distributes accordingly
Assists with projects and event support
Creates and maintains office related records and reports
Interprets, monitors, and analyzes information regarding operating reports, policies and procedures
Oversees and coordinates the day-to-day office operations
May supervise assigned staff and/or student assistants
Required Qualifications Educational Requirements Bachelor's degree from an accredited institution of higher education in related field or an equivalent combination of relevant education and/or experience
Required Experience Three (3) years of related administrative, office or clerical experience
Preferred Qualifications Preferred Educational Qualifications An advanced degree from an accredited institution of higher education in a related field
Preferred Experience
Previous experience with office management or staff supervision
Previous experience in higher education
Previous experience with finance (i.e., purchasing, accounts payable, budgets)
Previous experience with calendar management
Knowledge, Skills, & Abilities ABILITIES
Able to maintain and appropriately utilize the location's PCard
Able to maintain confidentiality
Able to handle multiple tasks or projects at one time meeting assigned deadlines
KNOWLEDGE
Knowledge of basic accounting, data and administrative management practices and procedures
Basic understanding of budgets
SKILLS
Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills
Proficient with computer applications and programs associated with the position (i.e. Microsoft Office suite)
Strong attention to detail and follow up skills
Strong customer service skills and phone and e-mail etiquette
USG Core Values The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.
Equal Employment Opportunity Kennesaw State University is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for living, work and study. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, the University prohibits harassment of or discrimination against any person because of race, color, sex (including sexual harassment, pregnancy, and medical conditions related to pregnancy), sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran or military status by any member of the KSU Community on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for members of the KSU community. For additional information on this policy, or to file a complaint under the provisions of this policy, students, employees, applicants for employment or admission or other third parties should contact the Office of Institutional Equity at English Building, Suite 225, eeo@kennesaw.edu.
Other Information
This is a supervisory position.
This position has financial responsibilities.
This position will not be required to drive.
This role is considered a position of trust.
This position requires a purchasing card (P-Card).
This position may travel 1%-24% of the time.
This position does not require security clearance.
Background Check
Credit Report
Standard Enhanced
Education
Per the University System of Georgia background check policy, all final candidates will be required to consent to a criminal background investigation. Final candidates may be asked to disclose criminal record history during the initial screening process and prior to a conditional offer of employment. Applicants for positions of trust with screening results which confirm a disqualifying criminal history will be immediately disqualified from employment eligibility. All applicants are required to include professional references as part of their application process. Some positions may require additional job-based screenings such as motor vehicle report, credit check, pre-employment drug screening and/or verification of academic credentials. https://www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Background_Investigation_Employment.pdf
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Office Manager, Office of the President and Office of the Provost
Location:
Kennesaw, Georgia
Regular/Temporary:
Regular
Full/Part Time:
Full-Time
Job ID:
291655
About Us Are you ready to transform lives through academic excellence, innovative research, strong community partnerships and economic opportunity? Kennesaw State University is one of the 50 largest public institutions in the country. With growing enrollment and global reach, we continue to expand our institutional influence and prominence beyond the state of Georgia. We offer more than 190 undergraduate, graduate, and doctoral degrees to empower our 47,000 students to become thought leaders, lifelong learners, and informed global citizens. Our entrepreneurial spirit, high-impact research, and Division I athletics draw students from throughout the region and from more than 100 countries across the globe. Our university's vibrant culture, career opportunities, rich benefits, and values of respect, integrity, collaboration, inclusivity, and accountability make us an employer of choice. We are part of the University System of Georgia. We are searching for talented people to join Kennesaw State University in our vision. Come Take Flight at KSU!
Location (Primary Location for Job Responsibilities) Our Kennesaw campus is located at 1000 Chastain Road NW, Kennesaw, GA 30144.
Our Marietta campus is located at 1100 South Marietta Parkway, Marietta, GA 30060.
Department Information DEPARTMENT SPECIFIC TASKS AND RESPONSIBILITIES
Works under the direction of both the Office of the President and the Office of the Provost
Serves as receptionist (greeting, announcing, and directing or escorting visitors) for the Office of the President and the other administrative divisions located on the floor
Is primary responder for answering the Office of the President mainline phone providing information, taking detailed messages, and/or transferring or redirecting calls to the appropriate contact, and secondary responder for the Office of the Provost and Academic Affairs mainline phone
Assists with meetings, events and other administrative projects as required
Provides a high-level of customer service and advance administrative support with a high-level attention to detail and includes travel support and proofing of written communications
Processes, analyzes, reviews, and submits a large volume and complex purchases (peaking at fiscal year-end and with contract expirations/renewals)
Researches and submits purchasing requests via multiple methods including ePro, Payment Center, and Purchasing Card to acquire office supplies, equipment, software, and other items or services; assists in resolving billing issues associated with open purchase orders; Processes a large volume of KSU Foundation reimbursements and payments
Assists with the management of office equipment inventory, office moves, and door accesses
May assist with employees on-boarding or off-boarding
DEPARTMENT SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES
Able to adapt to quickly changing circumstances
Able to take initiative and be a self-starter
Ability to maintain a high level of confidentiality and professional discretion
Job Summary Provides administrative and clerical support to assigned location, department, college and/or unit. Develops, maintains and ensures compliance of department records. Assists with budgetary matters, tracks department funds and purchasing. Compiles reports and monitors assigned projects and/or program components. May supervise assigned clerical staff and/or student assistants. May maintain the assigned location's Purchasing Card (PCard) usage and processes.
Responsibilities KEY RESPONSIBILITIES
Assists with assigned area administrative and clerical duties
Maintains email, voicemail boxes and filing system
Receives and distributes incoming and outgoing mail
Manages supply inventory and submits invoices for payment
Responsible for utilizing and maintaining the department’s purchasing card (PCard), cash and/or credit card
Prepares department meeting agendas, meeting notes and distributes accordingly
Assists with projects and event support
Creates and maintains office related records and reports
Interprets, monitors, and analyzes information regarding operating reports, policies and procedures
Oversees and coordinates the day-to-day office operations
May supervise assigned staff and/or student assistants
Required Qualifications Educational Requirements Bachelor's degree from an accredited institution of higher education in related field or an equivalent combination of relevant education and/or experience
Required Experience Three (3) years of related administrative, office or clerical experience
Preferred Qualifications Preferred Educational Qualifications An advanced degree from an accredited institution of higher education in a related field
Preferred Experience
Previous experience with office management or staff supervision
Previous experience in higher education
Previous experience with finance (i.e., purchasing, accounts payable, budgets)
Previous experience with calendar management
Knowledge, Skills, & Abilities ABILITIES
Able to maintain and appropriately utilize the location's PCard
Able to maintain confidentiality
Able to handle multiple tasks or projects at one time meeting assigned deadlines
KNOWLEDGE
Knowledge of basic accounting, data and administrative management practices and procedures
Basic understanding of budgets
SKILLS
Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills
Proficient with computer applications and programs associated with the position (i.e. Microsoft Office suite)
Strong attention to detail and follow up skills
Strong customer service skills and phone and e-mail etiquette
USG Core Values The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.
Equal Employment Opportunity Kennesaw State University is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for living, work and study. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, the University prohibits harassment of or discrimination against any person because of race, color, sex (including sexual harassment, pregnancy, and medical conditions related to pregnancy), sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran or military status by any member of the KSU Community on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for members of the KSU community. For additional information on this policy, or to file a complaint under the provisions of this policy, students, employees, applicants for employment or admission or other third parties should contact the Office of Institutional Equity at English Building, Suite 225, eeo@kennesaw.edu.
Other Information
This is a supervisory position.
This position has financial responsibilities.
This position will not be required to drive.
This role is considered a position of trust.
This position requires a purchasing card (P-Card).
This position may travel 1%-24% of the time.
This position does not require security clearance.
Background Check
Credit Report
Standard Enhanced
Education
Per the University System of Georgia background check policy, all final candidates will be required to consent to a criminal background investigation. Final candidates may be asked to disclose criminal record history during the initial screening process and prior to a conditional offer of employment. Applicants for positions of trust with screening results which confirm a disqualifying criminal history will be immediately disqualified from employment eligibility. All applicants are required to include professional references as part of their application process. Some positions may require additional job-based screenings such as motor vehicle report, credit check, pre-employment drug screening and/or verification of academic credentials. https://www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Background_Investigation_Employment.pdf
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