Office Manager - Adams State University : Job Details

Administrative Office Manager

This position reports to the Upward Bound Program Director in the facilitation of all participant eligibility, participation, and tracking. This position is an Administrative Office Manager and is charged with supporting the department, Coordinators, Advisors, and Student staff with department operations.

Administrative and Office Operations

• Ensure accurate and timely completion and processing of documents and information
• Maintain organization of the Upward Bound Suite
• Operate and maintain office equipment such as copiers, fax machines, personal computers, and printers
• Process incoming and outgoing mail according to office policy
• File paperwork, make copies, and assist with management of electronic filing systems
• Maintain an organized file system in accordance with federal compliance and ASU regulations
• Create program correspondence for students, parents, and administrators and distribute upon Director approval
• Purchase all office supplies and maintain all office equipment
• Create Travel Request and expense forms for support staff
• Attend training, as needed
• Perform other duties as necessary to support the needs of the department
• Must be available to work daily during the Summer Residential Program in June and July

Reception and Communication

• Greet and assist incoming participants, agency personnel, and co-workers
• Answer busy telephones professionally and courteously; route calls appropriately
• Communicate information, questions, or problems to the appropriate office contact
• Respond to written and verbal requests and research information or issues in a timely manner
• Take minutes at weekly staff and planning meetings

Personnel and HR Support

• Work with new hires and staff to complete required paperwork
• Create Personnel Contact Requests and assists with hiring paperwork for all Upward Bound employees
• Hire, train, and supervise all UB Drivers and Student Office Assistants
• Approve student staff timesheets and assist with Workday and time entry, as needed

Program and Event Coordination

• Coordinate and complete all paperwork (PCRs, POs, Official Functions, Travel, etc.) for UB/UBMS events, including contract food services, housing, and activities
• Support the Upward Bound Director with administrative paperwork and identify appropriate purchasing sources
• Complete paperwork for department events (group activities, symposiums, orientations, conferences, meals, etc.)
• Coordinate event logistics for guest speakers, including Independent Contractor Forms, SEARCH candidates, travel, and hotel accommodations
• Work with the Upward Bound Director to determine student stipend allocation and disbursement (Fall, Spring, Summer)
• Work with the Summer Activity Assistant to purchase supplies for student activities
• Work with Summer Instructional staff to purchase academic supplies

Data and Record Management

• Perform data entry and database management for the Annual Performance Report
• Maintain accurate records in compliance with federal and university regulations

Qualifications:

Required: Associates Degree (Business, Communications, or related field)

2 years of General clerical/Office Support, customer service or other relevant experience

Preferred: Bachelor's Degree (BA in Business, Communications, or related field)

Required Skills and Competencies

• Ability to multitask and prioritize tasks in a fast-paced environment
• Strong interpersonal and communication skills with students, parents, and staff
• Proficient in office technology and systems (phones, databases, electronic filing, etc.)
• Attention to detail and organizational skills
• Excellent communication skills
• Record keeping skills (physical filing & electronic filing systems)
• Technologically proficient; Microsoft Office, Google Suite, and quick to learn application & platform technology
• Strong organizational and management skills
• Flexibility to take on new tasks and responding quickly and courteously
• Problem-solving skills, and ability to use sound judgment
• Ability to treat others with respect, civility, and courtesy and to work ethically, effectively, and collegially with fellow employees, program students/families, student staff, and the community. This includes the ability to use appropriate conflict management skills to effectively manage any disagreement that might arise or to bring the disagreement to management for assistance in productive resolution when the situation requires.
• Demonstrated ability to work collegially and collaboratively with diverse internal and external constituencies.

Salary and Benefits:

The salary range for this position is $38,412-$43,692. In addition to salary, Adams State University offers a competitive benefits program including medical, dental, vision, disability insurance, flexible spending accounts, life insurance, and retirement savings plans.

How to Apply:

All interested candidates must submit application materials electronically through Adams State University's Workday application portal.

Applications must minimally include the following:

• A letter of application that specifically describes qualifications and professional experience addressing the position description, essential responsibilities, professional attributes, and qualifications described above.
• Curriculum vitae/Resume
• A list of 3 references, including a current supervisor with email and phone contact
• Copies of all collegiate transcripts; official transcripts will be required of the successful applicant.

For questions regarding the position please contact Amanda Atencio at [email protected]. Applications review will begin 8/14/2025 and priority will be given to applications received by this date.

Adams State University is an Equal Opportunity/Affirmative Action employer. Applications are sought from all qualified persons regardless of race, color, sex, disability, and, as covered by law, veteran status. In addition, University policies prohibit discrimination on the basis of religion, national origin, ancestry, age, sexual orientation including transgender status and gender expression, marital status, and parental status.