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Office Manager, Business Operations Job Description

Job Summary

The primary responsibility of this position is the administrative oversight and management of the Business Operations department. The position reports to the CFO. This role will oversee office space moves, the College’s purchasing process including procurement and delivery of office equipment and supplies, mailroom activities and vendor/contractor management. High level interpersonal, organizational, customer service and effective communication skills are a must.

It provides logistical support for event scheduling, managing the security and cleaning vendors, coordinating event setup and breakdown with the Ricoh Copy Center, and managing the parking process for students, faculty and staff. The position is expected to maintain strong working relationships with administrative and academic staff, students, and landlord.  This position will have supervisory requirements.

This position will also oversee the administration of executive leadership travel, expense reporting, and other supportive function as needed.

Essential Duties/Responsibilities

Operations/Administrative:

  • Manage daily operations for main campus including: facility issues related to the Hood Park campus, office moves, etc.
  • Assist with preparation and breakdown of annual commencement
  • Oversee the faculty and staff ID process
  • Distribute and handle management of office and department keys
  • Notify all vendors and external users of college space of school closings and event cancellations.
  • Reconcile monthly credit card statement on behalf of CFO and department
  • Review/dispute, and code various invoices for vendors such as WB Mason, etc. for Hood Park and satellite sites
  • Book travel arrangements through Atlas Travel for employee and department approved events and conferences
  • Order supplies through WB Mason

Scheduling

  • Daily scheduling of department and school meetings
  • Oversee the scheduling of room rentals for external users
  • Schedule all school orientations and school related events throughout the year
  • Send out weekly schedule reports for staff and faculty

Security

  • Oversee and manage the College’s security vendor
  • Coordinate scheduling

Janitorial Services

  • Oversee and manage the College’s cleaning vendor
  • Coordinate scheduling

Copy Center (Ricoh)

  • Coordinate set up and breakdown of events
  • Review/dispute, and code Ricoh invoices for Hood Park
  • Assist with set up and breakdown of events as needed

Parking

  • Oversee the student, faculty and staff parking program at Hood Park including issuing and tracking of all ID’s
  • May require to work evenings to distribute parking passes
  • Other duties as assigned

Requirements

  • HS Diploma/GED required. Bachelor’s degree preferred
  • Experience managing an office in a high traffic environment
  • Excellent organizational skills
  • Ability to manage multiple priorities and deliver projects complete and on time
  • Knowledge of financial accounting controls and budget procedures
  • Strong written and oral communication skills
  • High proficiency with Microsoft Office especially Excel and Word
  • Aptitude for learning new software

Contact

To apply please forward cover letter and resume to jobs@cambridgecollege.edu.