Job Description
JOB TITLE: Office Manager – East Williamson County Higher Education Center (EWCHEC) Hutto
FLSA: Exempt
SALARY LEVEL: Professional Level 1
DATE: October 5, 2023
TRS/ORP: TRS
CLASS CODE: EHUTOFFMANAGE
The following duties and responsibilities, Knowledge, Skills, and Abilities (KSA’s), and physical requirements are intended to describe the general nature and level of work being performed. The information listed below is not intended to be construed as a complete listing of all duties and responsibilities, KSAs, and physical requirements required of this position since changes to the position may occur at any time or additional requirements may be added over the course of time.
SUMMARY:
Under direct supervision of the Associate Vice President and Chief of Operations, East Williamson County Centers, the incumbent provides a wide variety of administrative and operational support for Temple College and other EWCHEC-Hutto partner colleges. This position requires a highly organized individual with strong skills in project and personnel management, prioritizing, multi-tasking, and project follow-through.
MINIMUM EDUCATIONAL AND WORK REQUIREMENTS (MINIMUM QUALIFICATIONS):
Associate’s degree and three (3) directly related work experience or Bachelor’s Degree and one (1) year directly related work experience. Salary commensurate with education and experience.
PREFERRED:
Bachelor’s degree in a related field and at least one (1) year of enrollment services experience in a college or university setting.
CERTIFICATION OR LICENSES:
Currently hold or eligible to receive notary certification in Texas
DUTIES AND RESPONSIBILITIES:
The incumbent will:
• Interact directly and indirectly with various members of Temple College administration, partner college administration, faculty, staff, students, and with the general public.
• Apply principles of diplomacy, courtesy, diversity recognition, and confidentiality, in all personal interactions.
• Perform a wide variety of word processing or typing assignments, which may be confidential, that require operating a personal computer with various types of software programs to enter data, draft, edit, review, and print letters, tables, reports, and other material required of this position.
• Draft or prepare responses to routine inquiries with appropriate approvals and signatures then reply by fax, mail delivery, or e-mail.
• Create, maintain, process, and update files, records, and other documents. Copy, sort, and file all forms of written correspondence in appropriate files, file cabinets, or electronic format(s).
• Perform basic information gathering, research, and compilation of information and data as specifically directed. This duty may require simple to moderately complex mathematical calculations.
• Prepare, compile, and update data, complete required forms for assigned budgets, and submittal of completed forms to the appropriate supervisor for approval, signature, and payment. May assist with the development and or stay abreast of the departmental budget and advise the supervisor of any significant budgetary changes or needs.
• Answer, screen, and resolve telephone and walk-in inquiries. Relay or transfer calls to the appropriate department as the situation arises. This duty may require, at times, the ability to recognize and diffuse a tense situation. Update records or logs as necessary.
• Plan and schedule rooms for EWCHEC-Hutto activities, meetings, or conferences which may include contacting all participants, arranging schedules, and ordering/arranging food service.
• Maintain accurate inventory of and distribute equipment, furniture, and supplies.
• Requisition supplies, printing, technology assistance, maintenance requests, and other services as needed for Center operations.
• Make decisions that affect the performance of the Center office and or Center facility in the absence of the AVP.
• Seek, at all times, the support of designated administrators for the delivery of instructional programs and student support services.
• Assist with enrollment services such as student registration, advising, financial aid, testing, transcript requests, cashier duties, and hosted events.
• Maintain a working knowledge of student confidentiality based on FERPA requirements.
• Support instructional activities by working through and with appropriate administrators, Deans, Department Chairpersons, and Faculty.
• Assist in developing course schedule documents for Center instructional program(s) and scheduling classroom and office assignments for instructors.
• Assist in the hiring and training of support personnel.
• Perform job-related or other duties as assigned.
SOCIAL CONSTRUCTS REQUIRED OF POSITION:
• Display empathy and positive regard for others in written, verbal and non-verbal communication.
• Work with colleagues and students by practicing punctuality, respect for deadlines, collaborative problem-solving, and honest communication.
• Be friendly and collegial with co-workers, faculty, students, staff, and visitors to the campus.
• Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions.
• Maintain proficiency as needed and approved by attending training, reading job-related materials, and meeting with others in the area of responsibility.
• Dress appropriately for a workplace with frequent customer service interaction and community outreach.
• Meet all required standards of confidentiality. Keep work areas in a clean and orderly manner.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
KNOWLEDGE:
• Knowledge of community college student services and building operations.
SKILLS:
• Customer service skills that include receptionist skills.
• Word processing, and data entry skills.
• Leadership skills that include supervising staff and student workers.
ABILITIES:
• Ability to communicate effectively, both verbally and in writing.
• Ability to read, write, and understand verbal and written instructions, correspondence, and memos.
• Ability to maintain calendars and schedule appointments.
• Ability to interact with diverse internal and external constituencies of the college.
• Ability to calculate simple to moderately complex mathematical equations.
• Ability to plan and coordinate meetings.
• Ability to maintain confidentiality.
PHYSICAL EFFORT:
Light physical activity is required with occasional lifting of objects up to 15 pounds.
WORKING CONDITIONS:
Work is normally performed in an office setting.