Office Manager - 131357

Job Summary

The Women's Services & Resources Office Manager provides secretarial support for the office as well as to the director and assistant director and also serves as the primary receptionist for the office.  Problem solving and critical thinking are essential in this position to support the variety of highly confidential and sensitive issues students may disclose when they come to the office. Maturity with a "common sense" approach to situations and patrons is vital to the success of this position.  This position also provides expertise to Women's Services & Resources office staff regarding university policies and procedures, such as payroll and timecards, campus policies, and financial policies and procedures. This requires working knowledge of the Women's Services & Resources office, the Campus Life organization, and other campus and community resources. This position reports to the Women's Services & Resources director.

Essential Functions

Provide primary ongoing receptionist and secretarial support for the Women's Services & Resources (WSR) office 

• Serve as the main office receptionist and provide secretarial support for the WSR office
• Understand the issues and operations of WSR 
• Train student employees in the WSR office
• Model exemplary professional behavior for all employees
• Connect office patrons with appropriate resources and referrals
• Set the tone for a welcoming, inviting office that is a safe place for women and men to visit
• Keep track of the office budget, financial records, and reports
• Complete expense reports and travel authorizations
• Regularly reconcile the office's purchases and receipts
• Keep all filing up to date and organized
• Monitor the office's main email account and respond to inquiries as appropriate
• Keep track of all incoming and outgoing mail
• Assist single-parent and nontraditional students
• Work closely with WSR scholarship recipients
• Complete purchases for the office employees and director as needed
• Assist in hiring student employees and doing contract paperwork
• Coordinate the office schedule each semester to ensure coverage
• Assist in event evaluations and semester reports
• Create fact sheets on topics of interest to the campus community
• Keep staff meeting minutes
• Conduct staff meetings as needed
• Draft content for WSR website 
• Assist in the planning and carrying out of WSR events
• Take direction well, ask clarifying questions and show initiative
• Be able to work independently and manage workload
• Other general office duties as assigned

Support the WSR director and assistant director

• Provide direct support to the office director and assistant director in their responsibilities
• Provide secretarial support as needed for the director and assistant director
• Stay current with new technical skills, organizational ability, and knowledge of university processes
• Accept assignments, provide progress reports, and maintain deadlines as set by the director
• Communication and day-to-day administrative duties
• Gather data, conduct research, write and compile reports
• Manage the director's and assistant director's calendars as needed, including scheduling and rescheduling appointments
• Make travel arrangements for the director and assistant director, including reservation of university vehicles as needed
• Anticipate style/preferences and assist in maintaining priorities and efficient use of resources
• Be able to generally represent interests of the WSR director and assistant director if questions/needs arise
• Provide supervision of the WSR office in the absence of the director and assistant director
• Represent WSR and the office director and assistant director as needed

Education/Experience

Education:

• Minimum Required: Associate's Degree or an equivalent combination of education and experience.
• Preferred: Bachelor's Degree 

Experience:

• Minimum Required: Some secretarial and receptionist experience
• Preferred: 1+ years secretarial and receptionist experience

Skills, abilities, knowledge, licenses, certifications:

Preferred:

• Superior receptionist and secretary skills, including computer use (Windows based programs), proper telephone etiquette, filing, and writing (including drafting correspondence, minutes, etc.)
• Ability to work effectively with student employees and other departments
• Demonstrated ability to work independently as well as contribute as a member of a team 
• Knowledge of the philosophy and policies of WSR and Brigham Young University at large
• High levels of organizational skills and attention to detail
• Ability to exercise initiative and independent thinking
• Ability to independently set goals, evaluate how to accomplish them, and follow through to completion
• Demonstrated ability to prioritize and be flexible
• Work well under pressure and in stressful conditions
• Ability to solve problems and make decisions within the scope of assigned authority as appropriate
• Maintain high level of confidentiality
• Excellent business and technical writing and editing skills

 Employee Class: 3/4 Time (28 hour)
Work Location: Provo Campus
Environment: General office or other equivalently good environment
Physical Exam Required: N
Physical Exam Details: 
Desired Start Date: As soon as possible
Job Close Date: 05/24/2024
Pay Level: 48
Approximate Starting Salary: $19.25 - $25.00 an hour
Documents Required at time of Application:
Required: Cover Letter, Letter of Recommendation 1, Letter of Recommendation 2, Resume
Members of The Church of Jesus Christ of Latter-day Saints must hold and be worthy to hold a current temple recommend.
Brigham Young University is an equal opportunity employer, including disability and protected veteran status.
Brigham Young University (BYU) is widely recognized not just for its world-class education, but for its deep commitment to inspired religious values. Gathered together in a Christ-centered atmosphere, BYU employees are a vital part of a community of belonging, where we value the experiences, perspectives, and talents of each individual. If you share in our devotion to faith and to excellence, we have a place for you here at BYU!