The LTS Office Manager provides administrative support for the CIO and Assistant CIO. The Office Manager’s primary responsibilities are to manage the CIO’s calendar, building management, and operational support for purchasing and other financial operations. The CIO’s meeting schedules are complex and the Office Manager will help maintain them by working with the staff, faculty, and others who request to meet with the CIO or engage in phone conversations. LTS, as an organization, has complex financials and the Offices Manager will assist in many of the operational activities in Workday Finance such as purchasing, journaling, and expense reimbursements. In addition, s/he will be a cost center manager who will be required to approve financial transactions in a timely manager for LTS. During peak times, the Office Manager will be asked to do the same for other offices such as the Provost’s Office. As a building manager for the Clapp Library, the Office Manager will be the liaison between LTS and facilities for problem resolution as well as participate in any facilities projects involving the library.
Primary Responsibilities: Manages the CIO’s calendar. This involves complex meeting scheduling and setting up meetings for groups of people when the CIO is involved.
Assists with planning meetings and events with College staff and visitors from other institutions. Schedules with attendees, reserves space, orders appropriate A/V equipment and supplies, orders catering, and sets up/breaks down meeting space. Using Workday Finance, performs financial activities for LTS and occasionally for other offices, such as the Provost’s Office, as backup. Completes ProCard reconciliations, journal entries and deposits, and approves expense reimbursements. Acts as cost center manager, approving financial transactions for LTS in a timely manner. Fields general purchasing questions from the LTS community such as how budget lines have been used historically, or how much we paid for a service in the past. Tracks and processes licensing and maintenance renewals and agreements and maintains inventory of agreements. Serves as a point of contact with vendors. Obtains signatures and processes POs/invoices for renewal. Purchases office supplies, equipment, and other items for LTS. Ensures compliance with College-wide accounting procedures and purchasing guidelines. As building manager for Clapp Library, responds to building issues and acts as liaison with Facilities. Oversees small building projects (e.g., furniture reupholstering). Coordinates and tracks reservations and keys for faculty studies. Keeps meeting space calendars updated according to the class schedule, approves/denies 25Live requests for building spaces, and communicates with Campus Police regarding access requests. Provides support for the daily activities of the office, including keeping supplies stocked, picking up and sorting mail, and greeting visitors. Provides backup to other LTS areas and service desks as requested. Other duties as assigned.
Performance Profile: CIO’s calendar is up to date, any meeting conflicts are resolved quickly. CIO is able to attend meetings in a timely fashion, while preserving some “meeting-free” time. Events are thoughtfully coordinated with appropriate space and supplies. Budget and purchasing duties are appropriately carried out in a timely fashion. Becomes a trusted point of contact for administrative requests for LTS staff. Keeps the daily administrative operations of the office flowing smoothly. Building issues are dealt with quickly, projects are implemented and completed efficiently so that the building is a welcoming, safe space that serves its myriad purposes.
Education Required: Bachelor’s degree preferred.
Experience Required: 3-5 years direct experience in an office environment (preferably in an academic setting).
Skills and Abilities Required: Ability to prioritize multiple tasks and attend to details. Comfort with Google Apps, Workday, and common office tools. Comfortable working with numbers. Ability to interact with a diverse set of people at all levels of responsibility. Excellent communication skills. Project management skills. Mature judgment and respect for confidentiality.
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