SCOPE OF POSITION
90% of the job responsibilities will be in the area of Campus Life and University Union Operations
10% of the job responsibilities will be in the areas of Student Activities, Academic Quad, and Leadership Development
PRELIMINARY OVERVIEW
Under the direction of the Director of Campus Life, the Office Manager will primarily oversee the operations in the Ceddia Union Building (CUB) Information Desk. This position is also responsible for overseeing reservations and work orders related to the Academic Quad and working in conjunction with the Director of Campus and Conferences to oversee work orders and reservations in the Cora I. Grove Spiritual Center. This position requires a dedicated and motivated individual who will serve as the face of the CUB and Information Desk. Work schedule is Monday-Friday 7 am-4 pm.
ESSENTIAL DUTIES & RESPONSIBILITIES
Oversee the daily operation of the CUB Information Desk:
Managing and monitoring ticket sales
Daily key check-out for student groups
Submits facilities work orders
Oversee physical set-ups of rooms
Print all room and reservation cards
Flyer approval and posting procedures
Digital Signage
Lost and Found
Student locker rentals
Provide oversight of the daily operations of the campus ID system including but not limited to purchasing of supplies, troubleshooting ID issues, printing new IDs for faculty/staff/students and regular preventative maintenance of the ID system
Manage all major communications efforts through the Campus Life Office including: the website, digital signage and overall Student Union signage
Maintain office supply inventory and filing system for the Campus Life area
Serve as the reservationist for the Academic Quad and the backup reservationist for the Ceddia Union Building
Collaborates with the Director of Camps and Conferences to oversee the reservations and work orders in the Cora I. Grove Spiritual Center
Maintain operations of the Academic Quad including, but not limited to: audio visual needs, confirming facility set-ups, and work orders
Along with the Associate Director, help to oversee student workers on the job including professionalism, safety, uniforms and other policies
Assist the Associate Director with the hiring process for student employees
Serve as department's administrative assistant to cover:
Payroll- approve payroll employee authorization and inputting payroll for undergrad & graduate assistants on E Time and Humanity
Budgets - oversee the department budgets in conjunction with the Director:
Purchasing of supplies/goods for the department (SU and SUSSI)
Manage a budget tracking system
Complete and submit monthly credit card statements
Work Orders - maintain the work order tracking procedure for the CUB/the CUB operations team
Reception - serve as receptionist for the department to include answering and transferring incoming calls in a professional manner, receiving messages for staff and the handling of general inquiries and requests
Office Management -- maintain inventory and oversee purchasing of supplies
Direct website updates and forms within the Campus Life areas
Assist in keeping updated safety protocols, instruction manuals, and policies and procedures for the building in visible locations at the Information Desk.
Manage the mail system for the Campus Life Office/University Union
Assist the Associate Director with overseeing reservations for the CUB, which includes scheduling of facilities through a computerized program, attending meeting/event set ups, and maintaining accurate paperwork including reservation forms, confirmations, and correspondence
Assist with meeting/event set ups which may include audio visual needs, confirming facility set ups and assures that rooms are in an orderly and neat fashion
Prepare diagrams as needed for set-ups on Social Tables for all meetings and events
Attend and assist with facilitating walk through meetings with university employees, students, as well as outside groups to discuss larger events and their set up needs
Work with Associate Director, graduate assistants, and student managers for Campus Life operations to schedule the EIS crew for set-ups and overall operations
Oversee General Enterprise Program, including processing applications, collecting license fees/commissions, and scheduling of vendor dates
Assume lead responsibility for all aspects of the daily opening of the Administrative Office
Assist Associate Director of Operations in the training & development of student managers and all student employees
Serve as the staff supervisor for the RedZone
Supervise the RedZone student manager(s) and all RedZone student employees
Assist the student manager(s) with scheduling student employees in that space
Oversee the repair or replacement of all gaming equipment in both the RedZone and GameZone
Submit any work orders for repairs/cleaning/updates in both physical spaces
Assume other duties as assigned by the Director of Campus Life
Assessments
Oversee the tracking of the water bottle filling stations monthly
Maintain the key logs and sign out process at the Information Desk for student groups
Maintain the multiple logs in the RedZone/GameZone and create reports after each semester
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Must have strong customer service skills in dealing with external and internal members of the University community
Must be a dedicated and driven professional who demonstrates strong interpersonal, oral and written communication skills, as well as energy, vision, and charisma
Possess the requisite knowledge, experience, education, and skills necessary for success in the position, demonstrating the ability to perform the essential functions of the position
Organized, analytical and detailed-oriented individual capable of performing under a variety of requirements and deadlines
Have proven skills in the areas of student employee staffing and development and be able to recognize and encourage growth and development of student employees
Ability to exercise authority and good judgment in the absence of or in conjunction with the Director or Associate Director of Operations in a variety of situations, demonstrating exceptional leadership characteristics and interpersonal skills
Must be able to work both independently and as part of a team environment performing all essential job functions accurately and efficiently with minimal direct supervision, while also cooperating/collaborating with staff at all levels as a member of the University community
Possess the ability to determine priorities specifically in terms of anticipating and reacting to highly complex and confidential situations
Possess a strong sense of personal and professional integrity, exercising tact and diplomacy.
Must be willing and able to represent Shippensburg University effectively in situations of significant importance to the present and future successes of
