Location: Portland,OR, USA
Job Title Office Manager, Campus Ministry and Moreau Center for Service and Justice Department Campus Ministry Job Code C11591 Job category Full Time Staff Terms and Hours Full Time Non-Exempt Hourly .83 FTE position, 10-month assignment August - May Salary Range Starting Hourly Wage $21.05; commensurate with experience Job Summary
This full-time, part year position is responsible for providing administrative and program support to Campus Ministry and the Moreau Center for Service and Justice. This position is responsible for front desk reception, referral and promotion of program services, and engaging in a variety of organizational and administrative duties in support of the departmental professional staff and student employees working to achieve the mission of the University. This position reports to the Director of Campus Ministry.
This is a benefited position for the full year, assigned to a part year assignment period from August 1 through May 31.
Core Duties
* Serves as the first point of contact for the departments through excellent customer service while answering telephones, greeting visitors, and responding to a variety of inquiries in a professional and positive manner. Manage department email accounts. Refer and guide students and guests to available department resources and on-campus partners, providing service as a resource about policies and procedures applicable to the University, Campus Ministry and Moreau Center.
* Coordinates and manages a variety of administrative tasks such as maintaining information, appointments, managing Microsoft Outlook calendars and records for the department, processing applications for various positions, distributing tickets, and managing reservations for events, programs, or services.
* Performs essential administrative functions such as opening and closing the office, distributing mail, organizing storage, ordering office supplies, making purchases and processing payments as needed.
* Provide support to general office and facility needs, including building maintenance requests, ordering of supplies, and maintenance of office equipment.
* Attends staff meetings, records meeting minutes, and contributes to setting department goals, objectives, policies, and procedures.
* Process and monitor financial transactions, which may include researching and resolving discrepancies. This includes activities such as keeping track of budgets, processing reimbursement and payment requests, budget transfers and credit card payments, making deposits, and generating budget reports.
* Supervise student employees during the academic year as assigned. Supervisory responsibilities include hiring processes, setting of expectations, training and professional development, performance management and evaluations, and disciplinary processes including termination of employment.
* Provide support for the maintenance of websites, social media, and other forms of communication with current information and regular posts that support the goals of the Moreau Center and Campus Ministry.
* Support department with management of digital files, photos, and forms, including archiving records per University policy.
* Assist with Sacramental records for the Chapel of Christ the Teacher in collaboration with the Director of Campus Ministry, Wedding Coordinator and the Pastor of Holy Cross Parish.
* Schedule vehicles from Student Affairs fleet to be used for Moreau Center and Campus Ministry events.
* Collaborate with administrative assistants across the Student Affairs Division to support cross-divisional needs.
* Place orders and coordinate deliveries with vendors, monitor ongoing inventory levels and quality for Campus Ministry services, including florals and candles.
* Provide planning and day-of event support as needed for student programming.
* Serves on University committees as assigned.
Other duties as relevant to the duties of the position or as assigned by supervisor or designee.
Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility.
Education & Experience
* Required: Associate's degree and one year of related experience.
* Preferred: Bachelor's degree.
* Preferred: Prior administrative experience in higher education.
* Or a combination of equivalent education and/or experience.
Certifications & Licenses
* Required: None.
Knowledge, Skills & Abilities
* Familiarity with Catholic Social Teaching and pertinent social justice issues.
* Strong editing and proofreading skills.
* Proven success in following through and completing projects.
* Strong orientation towards taking initiative and ownership of projects and assignments and being proactive with projects, assignments, and process improvements.
* Ability to prioritize, multitask, and meet deadlines.
* Excellent organizational skills and attention to detail.
* Excellent analytical and problem-solving skills.
* Excellent verbal and written communication skills.
* Ability to routinely and independently exercise sound judgment in making decisions.
* Excellent customer service and interpersonal skills.
* Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse students, faculty, and staff.
* Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
* Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
* All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.
* All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.
Physical Requirements
* Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
* Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 10 pounds.
* Occasionally: ability to attend events and activities on or off campus.
* Frequently: ability to interact and communicate with members of the University and others as necessary.
Working Conditions
* Stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.
* Hours of employment: sometimes may require working flexible and/or longer hours, including nights and weekends, when necessitated by projects.
Work Standards
* Respect for the University's mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University's mission statement states in relevant part: we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world. The University's Statement of Inclusion states in relevant part: Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity.
* The full Mission Statement is at: www.up.edu/about/mission.
* The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.
* Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
* Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
* Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.
* Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.
Benefits
Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)
Posting Detail Information
Posting Number S189-2023 Number of Vacancies 1 Estimated Start Date Open Date 09/19/2024 Close Date Open Until Filled No Special Instructions Summary