Application Instructions
Send a cover letter, resume, and three (3) professional references from previous supervisors, and one (1) professional reference from a colleague, to resumes@racc.edu
Please indicate the job code EM-OMAC in the subject line of your email.
After sending in your documents, please fill out the online Job Applicant Identifier form. RACC is an equal opportunity employer. In compliance with government regulations we are required to record numbers of job applicants by sex and ethnic category. We ask that you indicate your race or national origin and sex, but you are not required to provide this information. This information will not be kept with your application and will be used only in accordance with state and federal regulations.
Background Check
If you are chosen for this position, a background check will be required. Full details regarding the background check are available here.
Job Details
Title: | Office Manager - Advising Center |
Announce date: |
|
Apply by date: |
08/03/2021
|
Application status: |
Position Filled
|
Position type: | Full-time |
Salary: |
$48,000 - $53,000 per year
|
Working Hours:
Working hours for this position consist of a 7.5 hour day (between the hours of 7:30 am and 7:30 pm) exclusive of a ½ or 1 hour lunch. These hours are to be agreed upon by the supervisor and employee prior to the onset of employment. Note: May need to work occasional evenings to provide coverage as needed.
Summary:
The Office Manager – Advising Center reports to the Vice President of Enrollment Management and will have the overall responsibility for the efficient and smooth front desk and online operations of the College Advising Center. The person in this position oversees and supports all administrative duties in the center to ensure that the VP of Enrollment Management and the Academic Advisors are supported in their strategic roles.
Essential Duties and Responsibilities:
- Oversee the day-to-day operations of the College Advising Center including the front desk and online operations, and the scheduling of staff and faculty advisors for both in-person and remote advising services.
- Establish and document standard operating procedures to ensure the smooth and efficient front desk and online operations of the Advising Center.
- Serve as front-line support when needed to provide excellent customer service during peak times and to cover staffing gaps.
- Hire, train and supervise the Advising Center front desk and office support staff, including student workers, whose responsibilities include student reception, managing calls and emails, appointment scheduling, records management, data entry, and reporting.
- Set and maintain a high standard of quality student service in the Advising Center. This includes ensuring that anyone who enters the Advising Center receives a friendly greeting, holding staff and student workers accountable for proactively addressing inquiries and concerns with expedience and friendliness and handling any conflicts that may arise with respect and discretion.
- Maximize the utilization of existing technology (MS Office Suite, Zoom, Calendly, jot forms) and implement new technological tools to enhance and improve operations and services.
- Oversee the management and assignment of advisees in Colleague.
- Prepare documents and coordinate the correspondence from the Center including newsletters; flyers, mail merges; bulk mailings, mass email, Canvas announcements, text messages and communications distributed through the Student Information System (Colleague).
- Prepare, maintain and distribute documents that are needed by the Advising Team, such as new student packets, program curriculum guides and other advising materials.
- Develop reports needed to manage the advising process and to report on advising outcomes.
- Develop strategies to measure and report on customer service satisfaction and to assess the effectiveness of Advising Center services.
- Maintain budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, preparing statements, running reports, and providing the status of accounts.
- Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, record and transcribe minutes, as required.
- Participate in meetings and serve on committees as required and function as an advocate for advising within the college community.
- Other job-related duties as assigned.
Supervisory Responsibilities:
Directly supervise full-time, regular part-time and other part-time employees assigned to the position. Carry out supervisory responsibilities in accordance with College policies, Collective Bargaining Agreements and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance, and taking corrective action with employees; addressing complaints and resolving problems.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Required:
Bachelor’s Degree
Two years of full-time experience working with students in an educational setting
One year of management/supervisory experience
Proficiency in Microsoft Office Word, Excel and Outlook
Preferred:
Bachelor’s Degree in business administration, communications, or a related field
Management experience in a union environment
Experience as an Academic Advisor in a college or university setting
Bilingual English/Spanish
Community College experience
Experience working with a Student Information System (Ellucian Colleague strongly preferred)
Other Qualifications:
- Self-motivated with the ability to function productively and independently
- Excellent interpersonal skills and ability to establish positive working relationships
- Strong administrative and organizational skills
- Ability to successfully work on and complete multiple projects
Computer Skills:
To perform this job successfully, an individual should be proficient in the use of Microsoft Office products, with proficiency in Outlook, Word and Excel.
Communication Skills:
Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top administration, the public, students and/or boards of directors.
Mathematical Skills:
Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning Ability:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.