The office manager is responsible for the operational aspects of academic, fiscal, purchasing, employment and payroll administration for an organizational unit, such as a college, school, or department. The office manager supervises assigned support staff in the office in order to fulfill the administrative requirements throughout the area of responsibility. The office manager in the College of Education and Human Services (CEHS) will provide high-level administrative support to the dean and leadership team.
Essential Job Functions and Performance Indicators
The intent of this job description is to provide a representation of the types of duties and level of responsibility that will be required of positions given this title. This job description shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Job Responsibilities and Execution
Prepares, submits, summarizes and communicates budget information for the assigned area
Prepares and approves budget transfers and non-payroll expenditure transfers; reconciles spending authority
Prepares and maintains internal accounting records and other duties related to fiscal administration, including receiving purchase orders, maintaining p-card information and reconciling purchases
Establishes and maintains systems for administration of academic records for the area, including electronic files, records, and databases
Arranges and coordinates travel for department staff, faculty and incoming guests and speakers
Prepares and approves online payroll certification, reviewing and reconciling pay distribution (applicable by position)
Fulfills purchasing requirements for assigned areas
Maintains data entry for university systems
Manages social media accounts and external communication, including the college’s newsletter
Maintains current list of course textbooks and communicates adoption information to the bookstore
Schedules meetings and maintains the Dean’s calendar
Supports the mission of the university and serves as an ambassador of the Q2 culture of service excellence
Models, supports and holds others accountable to the university’s values – integrity, dedication, excellence, creativity and teamwork
Demonstrates exemplary customer service skills and yields incoming office phone calls and visitors
Communication, Teamwork and Collaboration
Provides support of instruction and student administration
Composes and prepares written documents and correspondence for the office including memos, letters, presentation and spreadsheets
Prepares brochures or web site content for communication within internal departments or external audiences
Supports employment administration and human resources process, serving as a point of contact with the central HR department
Administers appointment paperwork requirements for faculty, staff and student employees
Fulfills administrative requirements for faculty and other functions within area of responsibility
Organizes meetings for the leadership team, and assembles agendas and meeting minutes
Serves as a liaison for communication between a multitude of campus departments and offices
Job may require other duties as assigned.
Required Qualifications – An equivalent combination of education, training and experience will be considered. Additional requirements may be designated by position.
Minimum of three years of experience in an office or administrative capacity
Experience working effectively with diverse populations and using critical thinking skills preferred
Knowledge, Skills and Abilities – May be representative, but not all inclusive, of the knowledge, skills and abilities necessary to perform this job competently.
Demonstrated ability to work effectively with individuals from diverse communities and cultures
Excellent written and communication skills
Highly organized with the ability to direct multiple projects simultaneously
Ability to use good judgment, think critically and collaborate
Work Environment – Environmental or atmospheric conditions commonly associated with the performance of this job’s functions.
General office setting
Physical Abilities – The physical demands described below are representative of those that must be met by an employee to successfully perform this job’s essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Ability to work effectively at a computer for up to eight hours daily
Ability to sit for extended periods of time
Regular attendance is a necessary and essential function
Ability to lift up to 10 pounds
Equal Opportunity Employer
Lindenwood University is an Equal Opportunity employer. The University complies with appropriate federal, state, and local laws and provides equal employment opportunities and access to educational programs without regard to race, color, religion, gender, age, sexual orientation, gender identity, national origin, veteran status, disability, or any other protected status to all qualified applicants and employees. Lindenwood University is committed to a policy of non-discrimination and dedicated to providing a positive discrimination-free educational work environment.
Lindenwood University, often referred to as Lindenwood or LU, is a private, coeducational, liberal arts university located in St. Charles, Missouri. Founded in 1827 by George Sibley and Mary Easton Sibley, it is the second oldest higher-education institution west of the Mississippi River and since 1990 the fastest growing university in the Midwest. The University offers more than 120 undergraduate and graduate degree programs to more than 16,000 students a year through values-centered programs that lead to development of the whole person. Lindenwood is accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools.