Office Manager, Housing Operations

Pennsylvania State University University Park, PA Full-time Administration / Clerical

Posted on May 15, 2024

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Office Manager, Housing Operations

Housing Operations, a division of Auxiliary & Business Services, is excited to welcome candidates for the position of Office Manager. This position supports the vision and mission of the housing operations by serving as the first point of contact, in person, via phone, and email, for our students, guests, and families along with managing the area office and supporting operational staff; at least 5 staff and 40 technical service employees in a variety of housing options for over 4,000 students.

We believe in the value of respect and as an incoming team member of Auxiliary and Business Services, it will be expected that all employees embody and model Penn State's and Finance and Business' commitment to diversity, equity, and inclusion.

The successful candidate will be responsible for the following:

Process daily payroll, reconciling and authorizing bi-weekly payroll, ensuring accuracy, and submitting to supervisor. Assist employees with various questions regarding benefits, payroll, and time off. Maintaining employee and office files, creating reports and forms.
Attend meetings, take minutes, and participate in committees. Support Associate Director and management teams with projects, copying, spreadsheets, signage, and other requests. Schedule and maintain a calendar of appointments, and meetings, coordinate travel arrangements, make reservations, and process reimbursements.
Monitor budgets, maintain inventory, purchase supplies, process purchase orders, and reconcile credit card purchases.
Call in, report, and enter work requests for maintenance issues to OPP, access control, pest control, and laundry equipment.
Maintain key inventory and conduct regular key audits. Manage door access scheduling and maintenance using an electronic card access system.
Answer phones and resolve or refer student and parent questions and issues. Communicate with other departments, students, and parents either in person or through email and telephone. Assist students, parents, vendors, and maintenance personnel who come into the office. Communicate and coordinate activities and information with area Residence Life, Commons Desk, and Food Services staff.
Hire, train, and supervise student and temporary office workers.

It is essential that the candidate have excellent written and verbal communication skills, the ability to use good judgment when dealing with sensitive and confidential information, be able to manage multiple tasks and deadlines, and demonstrate a genuine appreciation for working with diverse audiences in a team environment. The successful candidate must have excellent skills utilizing Microsoft Office (O365) programs such as Word, Excel, and PowerPoint.

This position typically requires a High School diploma or higher plus 2 years of related experience or an equivalent combination of education and experience.

This position is an on-campus, non-telecommuting/remote position.

More about Auxiliary & Business Services:

Auxiliary & Business Services (A&BS) is an umbrella organization for thirteen non-academic support units including Housing & Food Services (HFS), Culinary Support Services, HFS Purchasing, Bryce Jordan Center, General Stores, Hospitality Services, Lion Surplus, id+ office, Multimedia Print Center, Transportation Services, Accounting and Business Operations, Information Technology, and Marketing. A&BS is one of the largest units of Penn State Finance & Business. From the dining commons to the airport, hotels, and a 16,000-seat arena that hosts sports, music, and entertainment events, A&BS provides essential services to students, faculty, staff, and the public.

Finance and Business is a values driven organization that supports thousands of university faculty, staff, and students, while also providing services to the broader community and society. The Office of Procurement Services is part of the Finance and Business team and has a vision to develop and execute sound business and cost effective Purchasing solutions to enable the teaching, research, and service mission of the University. Our guiding values model those of Penn State's and we are especially committed to our goal of communicating openly, honestly, and respectfully with each other, with our customers, and with our suppliers. We also firmly believe in the value of Respect, which encourages us to "respect and honor the dignity of each person, embrace civil discourse, and foster a diverse and inclusive community." As an incoming team member in the Office of Procurement Services, it will be expected that all employees embody and model Penn State's and Finance and Business's commitment to diversity, equity, and inclusion.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

Apply online at https://psu.wd1.myworkdayjobs.com/PSU_Staff/job/Penn-State-University-Park/Office-Manager--Housing-Operations_REQ_0000055358-1

CAMPUS SECURITY CRIME STATISTICS: For more about safety at Penn State, and to review the Annual Security Report which contains information about crime statistics and other safety and security matters, please go to http://www.police.psu.edu/clery/, which will also provide you with detail on how to request a hard copy of the Annual Security Report.

Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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