Office Manager 10 Month
: Job Details :

Office Manager 10 Month

Employee Type: Regular

Office/Department: The Career Center

Work Environment: Loyola University Maryland Main Campus

Job Type: Full time

Compensation Range: $27.20 - $34.00

Anticipated Start Date: 02/10/2025

Position Duties

The Rizzo Career Center is currently hiring a 10-month Office Manager to join our team. The Office Manager is responsible for overseeing the day-to-day operations of the Center and serves as the first point of contact for students, alumni, faculty, and employers. Along with providing administrative and budgetary support to the Assistant Vice President for Career Development, the Office Manager also regularly collaborates with two Directors, four Assistant Directors, and the Senior Events & Marketing Specialist. The Rizzo Career Center at Loyola University Maryland serves all students and alumni in discovering fulfilling career paths, preparing to present their best selves to the world, and maximizing available resources to achieve their goals. Comprised of two teams, Career Readiness and Partnerships & Recruitment, the Center leads students through a four-stage cycle of career development: discover, explore, prepare, & pursue. Through one-on-one appointments, workshops, employer visits, career fairs, and more, our team is committed to assisting Loyola students to learn, lead, and grow in a diverse and changing world.

Essential Functions

Supervise or coordinate overall administrative activities for the department. Coordinate the work and balance the workload for the office staff within the office; ensure equitable division of work and coverage during team member absences. Coach and mentor office staff as needed to ensure good customer service and adherence to quality standards, deadlines, and procedures. Assist with correcting errors or problems. Assist in guiding office staff in handling difficult or complex problems and in resolving escalated complaints or disputes. Provide input to supervisors and employees on job performance or other issues affecting the office work flow and assist in resolving problems. Brief supervisors on outstanding work and escalate unusual issues to supervisors as needed for support or intervention. Train and instruct employees on job duties and company policies and arrange for training to be provided.

Schedule appointments; coordinate and arrange meetings. Handle and route calls, visitors, and mail. Draft and proofread correspondence and reports. Purchase office supplies and furniture, office equipment, etc., in accordance with policies and budgetary restrictions. Resolve customer complaints, and answer customers' questions regarding policies and procedures. Review records and reports pertaining to activities such as production, payroll, and shipping in order to verify details, monitor work activities. Communicate with customers, employees, and students to answer questions, disseminate or explain information. Manage the reception area to ensure effective telephone and mail communications internally and externally. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Complete and mail bills, contracts, policies, invoices, or checks.

Recruit, interview, hire, supervise and create coverage schedule for student employees. Interpret and communicate work procedures and company policies for student staff. Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities, as needed. Participates as needed in special department projects.

Education Required

Bachelor's degree

Work Experience

5-8 years

Describe Required Experience

Required Knowledge, Skills and Abilities: Strong competency and skill in spoken and written English: writing and grammar, taking notes, preparing minutes of meetings, composing correspondence and reports, editing, and proofreading. Ability to manage and prioritize multiple projects simultaneously and follow through all phases to completion. Ability to compose, edit, and proof routine correspondence and minutes, with accuracy. Expert experience with Microsoft Word, including advanced formatting features such as Styles, Bookmarks, Cross-references, and Field Codes. Demonstrated experience with spreadsheets (e.g., Excel) and database systems, including advanced features. Demonstrated experience with email (e.g., Outlook), including calendar features. Good math and analytical skills. Willingness and ability to learn new software packages such as presentation graphics (e.g., PowerPoint), data management (e.g., Access), and web page software (i.e., Site Core). Excellent interpersonal skills with good judgment and ability to lead others. Discretion in handling confidential information. High level of productivity, initiative, and follow-through; ability to multi-task, prioritize work, and meet strict deadlines. Flexible, ability to work well independently and be part of a team. Excellent organizational skills. Unquestioned integrity and discretion. Ability to support the University's goals for institutional diversity, as well as the goals and values of a Catholic, Jesuit education.

Physical/Environmental Demands

Office environment/no specific or unusual physical or environmental demands.

University Description

Loyola University Maryland is a Jesuit, Catholic university committed to the educational and spiritual traditions of the Society of Jesus and to the ideals of liberal education and the development of the whole person. Accordingly, Loyola inspires students to learn, lead, and serve in a diverse and changing world. Loyola's beautiful, historic Evergreen campus is located in Baltimore, and its graduate centers are in Timonium and Columbia. Loyola enrolls 4,000 undergraduate and 2,000 graduate students across the Sellinger School of Business and Management, the School of Education, and Loyola College of Arts and Sciences. Founded in 1852, Loyola is one of 27 Jesuit colleges and universities in the United States and the first to bear the name of Saint Ignatius Loyola, founder of the Society of Jesus.

Diversity Statement

Loyola University Maryland strongly values the benefits that diversity brings to the workplace. In accord with its Ignatian values, the University is committed to creating and promoting a community that recognizes the inherent value and dignity of each person. Loyola University Maryland does not discriminate on the basis of race, sex, color, national or ethnic origin, age, religion, disability, marital status, sexual orientation, gender identity, genetic information, military status, or any other legally protected classification. The University recruits, hires, and promotes in accord with this policy and its Core Values.