Job Description: Position Title: Office Program Manager Reports to: Upward Bound Program Director Supervises: Work Study Students, Office Assistants, and Volunteers Month/Year: September 1st to August 31st
Summary of Position: The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency; and managing our staff of work study students, office assistants, and volunteers. These tasks include preparation, implementation, monitoring, and evaluation. This position also provides administrative, professional, technical, and operational support through independent judgment, analytical skill, and professional or technical expertise.
Essential Job Functions:
Manage all office operations including responding to inquiries by telephone, email and greet visitors.
Direct and coordinate the work of student assistants, volunteers, work study students, and other staff as assigned.
Manage department mail, quality management of payroll and personnel transactions.
Maintain accurate program inventory spreadsheets and manage program purchasing.
Responsible for program administration of performance standards in preparing the Annual Performance Report.
Manage and maintain the Upward Bound Program's Access Database.
Manage and maintain confidential and high-security files and records.
Maintain office procedures manual and develop and maintain forms manual.
Assist with the management of the budget and provide accurate financial reports to the Program Director and the Dean of the School of Education.
Exchange information with students, staff, other community representatives, vendors, governmental agencies and the general public regarding the TRIO Upward Bound program, services, eligibility requirements, policies, timelines, required forms and other information
Present at various off-site locations to confer with potential Upward Bound students and families, community organizations, and other entities, and to recruit students into the Upward Bound program.
Produce program materials and publications, update website and social media sites, format and prepare correspondence, surveys, brochures, flyers, bulletins, reports, and other materials.
Interpret language on student forms and printed information.
Refer students to career and other counselors, instructional programs and to other college offices as appropriate
Set up and maintain confidential and other files, in compliance with federal grant regulations
Assist Project Director with planning, development, and evaluation of the Upward Bound program, including ensuring that program objectives are being met and that the program is in compliance with federal grant regulations
Ensure that program admissions guidelines are compliant with federal grant regulations for TRIO programs
Facilitate parent meetings, conduct Upward Bound applicant interviews, and chaperon field trips.
Perform related duties as needed.
Requirements: Required Knowledge, Skills, and Abilities:
Working knowledge & experience with Mills College's financial system - Banner or a similar financial system.
Knowledge of TRIO Programs, Federal Regulations, US Department of Education policies and procedures.
Skills and knowledge working with various types of office equipment.
Strong organizational, writing, interpersonal and communication skills.
Experience working effectively with students from diverse academic, socioeconomic, cultural, and ethnic backgrounds.
Ability to complete multiple tasks in a timely manner with minimal supervision and independent judgment.
Education and Training:
Education and experience equivalent to a bachelor's degree and extensive office management experience.
Experience with Microsoft Access, Excel, Word and PowerPoint.
Physical, Mental and Environmental Demands: Work primarily involves sitting for long hours and long hours on the computer which requires attention to detail and high levels of accuracy. Long hours during overnight travel and on call chaperoning during trips. There are a number of deadlines associated with this position, which may cause some stress. Some light lifting up to 20lbs. Driving is required.
Additional Information: This is an exempt, full-time position with an annual compensation of $47,476.00. It includes an excellent benefits package including medical/dental/vision/life/LTD insurance/403(b) retirement plan,10 days of vacation for year one, 15 days of vacation for years 2-10, and 22 days of vacation years 10+plus, 12 sick days and 10 paid holidays annually. Staff members also receive free admission to campus events, use of the pool, fitness center, and tennis courts. Tuition remission is also available after an introductory period. Pet insurance, long-term care insurance and legal-assistance insurance are available as voluntary benefits.
Mills is an independent liberal arts college for women with graduate programs for women and men. The College educates students to think critically and communicate responsibly and effectively, to accept the challenges of their creative visions, and to acquire the knowledge and skills necessary to effect thoughtful changes in a global, multicultural society. Mills encourages openness to experimenta...tion in the context of established academic disciplines. Programs are designed to reflect the importance of global issues, provide an understanding of the natural world, and enhance opportunities for women in their developing roles throughout society. The curriculum combines traditional liberal arts with new educational initiatives that recognize the value of cultural, racial, and ethnic diversity. Inspired by a teaching philosophy that grows out of its longstanding dedication to women?s education, Mills provides a dynamic learning environment that encourages intellectual exploration. The faculty of nationally and internationally respected scholars and artists is dedicated to developing the strengths of every student, preparing them for lifelong intellectual, personal, and professional growth.