The Catholic University of America
Position Description
Office Manager
Position Status: Part Time / Student Position
Division/School: Student Life
Department: Residence Life
Title of Immediate Supervisor: Area Coordinator (AC)
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Purpose of Position
The Office Manager (OM) is responsible for assisting the Residence Life professional staff in administering a residential program in a complex housing unit of 200-600 students. This student position includes management of the administrative and educational functions of a neighborhood Residence Hall Office (RHO). The OM assists the Area Coordinator with supervision of student Office Assistants (OA) and in the completion of administrative duties.
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Responsibilities and Duties
A. Administrative Responsibilities
Duties include:
1. Work with supervisor to manage all aspects of office operations.
2. Serve as a resource person for students and staff, be familiar with other university offices and departments as well as university policies. Respond to questions and requests for information from students, parents, and staff.
3. Serve as a liaison between RHO and other university systems and departments including Facilities, Maintenance, and Operations (FMO), Office of Housing Services, and the Office of the Dean of Students.
4. Assist in management of student staff, including:
a. Recruitment, training, and scheduling of student Office Assistants.
b. Supporting supervisor in coordination of student payroll for all neighborhood employees, including the submission of bi-monthly timesheets to the supervisor for approval.
5. Maintain accurate departmental, student, and informational records in regard to student room assignments, hall damages, student payroll, service requests, keys, residence hall access, and other RHO services.
6. Manage room keys and residence hall access including the completion of weekly key inventories; distribution and collection of keys during move-in and move-out periods; processing lock changes (recores); and preparing billing statements for key related charges.
7. Assist the AC in the composition and preparation of routine and confidential correspondence, forms and reports.
8. Assist with special annual activities including, but not limited to, hall openings and closings, transitional summer housing, and room selection.
9. Order office supplies as necessary, with the approval of the Area Coordinator.
B. Departmental and Professional Responsibilities
Duties include:
1. Promote a positive image of Residence Life to the university community by:
a. Exhibiting professionalism at all times through attitude and appearance;
b. Supporting the mission of the university, the Division of Student Life, and Residence Life;
c. Responding to requests for information in a timely manner;
d. Channeling concerns and suggestions to appropriate Residence Life personnel;
e. Making ethical choices and maintaining confidentiality.
2. Develop a thorough understanding of neighborhood, departmental, and university polices and procedures. Communicate accurate information to students and staff.
3. Maintain confidentiality with regards to students or student information seen or overheard in the office setting.
4. Meet one-on-one with supervisor as necessary.
5. Attend staff meetings and training sessions as requested.
6. Assist in management of emergency situations as they occur during office hours (mostly maintenance situations, although maintaining a sensitivity to other concerns) and notify appropriate campus departments.
7. Perform other related duties as assigned.
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Schedule Requirements
A. Establish regular office hours Monday through Friday and as needed for other neighborhood events.
B. Office Managers should work 15-19 hours per week. Additional hours will be expected during opening and closing of the residence halls.
C. The timeframe for work in the OM position is August 6, 2012 to May 8, 2013.
1. Training for OM staff will take place on August 6 & 7, 2012.
2. Work schedules will vary from August 8 to the start of fall semester classes based on staffing needs for early arrival students.