Office Manager, Campus Safety
: Job Details :

Office Manager, Campus SafetyPosition DescriptionTheOffice Manager enables the smooth operation of the Campus Safety Department byproviding administrative support and maintaining office logistics, ensuring a well-organizedand efficient department.Alignmentwith Theological PositionsThe person who fillsthis position must be someone who personally agrees with Biola's Articles ofFaith and Statement of Biblical Principles and who is supportive of thepositions taken by Biola as contained in itsEschatology Teaching Position. As such, this person may not speak against oract in a manner inconsistent with these positions during the course of theiremployment at Biola.DepartmentCampusSafetySupervisorThis position reports to the Administrative OperationsManager.Educational RequirementsBachelor's degree preferred. Work RequirementsNon-exempt (02), part-time - 15 hours/week, 12 months per year.This position requires personal attendance at Biola's campus in La Mirada, California.EssentialDutiesAdministrative Support: Supervise front office procedures, encompassing both opening and closing protocols. Furnish comprehensive administrative assistance to the Campus Safety Department, encompassing schedule management, meeting coordination, and correspondence handling. Ensure the maintenance of departmental records and files as required. Direct front office operations, including procurement of office supplies and equipment. Address printer issues through troubleshooting and repair, while also scheduling necessary maintenance or repairs.Communication and Coordination: Act as a primary liaison for both internal and external communications, engaging with students, staff, alumni, vendors, and visitors. Responsively address inquiries through various channels, including email, telephone, and in-person interactions, pertaining to a wide spectrum of Campus Safety responsibilities. Strive to consistently elevate customer service standards with a deliberate and steadfast approach.Supervise Office Assistants: Collaborate with the Operations Manager to conduct Office Assistant (OA) interviews, ensuring the selection of qualified candidates aligning with organizational needs. Oversee the onboarding and training processes for incoming OAs, facilitating their seamless integration into the team. Utilize Workforce Management software (W2W) to create and manage schedules efficiently, optimizing office operations. Act as a frontline responder by manning the office in instances of staff absence due to illness, ensuring continuity of services. Proactively identify and troubleshoot any operational challenges, implementing timely and effective solutions to maintain workflow efficiency. Conduct regular one-on-one meetings with each OA to provide support, guidance, and motivation, fostering a culture of excellence and teamwork. Champion the growth and development of student employees by actively seeking opportunities to enhance their skills and knowledge within the workplace environment.Blackboard Transact Access System: Serve as the primary contact for all Biola University employees and students seeking access to university facilities. Manage a high volume of access requests, exceeding 600 each semester, while also facilitating emergency card shutdowns, troubleshooting access issues, and generating door access reports for employees requiring information on door activity. Collaborate directly with intricate departments at the onset of each semester to ensure seamless transitions and operational continuity.Lost and Found: In tandem with the Admin Operations Manager, oversee the lost and found. Ensure Office Assistants are completing lost and found on a daily basis, including inventory, making sure appropriate items are logged, and assisting employees/students locate their items. Serve as a primary contact for the Morningstar Thrift store, coordination and assisting with monthly lost and found donations.Event Planning: At the direction of the Chief, assist in the planning and coordinating campus safety events, such as classroom training sessions, active shooter, the great shakeout, awards banquets, or any event at Chief's direction. On occasion, also be responsible for arranging logistics, managing registrations and reservations, and coordinating with external vendors. Coordinate all food orders, whether through Bon Appetit or an external food vendor.Record Keeping and Reporting: Maintains meticulous account of DMV records, lost permit reports, RV release of liability, and other relevant documentation. Assist in preparing reports and presentations for departmental meetings.Oversee Permit Distribution: Ensures the smooth operation of permit distribution. This includes pre-ordering and approving student, staff, and alumni permits through Rydin each year, ordering all supplies needed for preparation and distribution, printing labels, preparing permits and permit envelopes for distribution, maintaining a heavy office assistance presence by full student scheduling during the first three weeks of school, keeping smooth operations by working the front office while the OAs are maintaining the permit line.UPsafety: Assist the Admin Operations Manager (AOM) with the UPsafety parking management vehicle system, including citation processing, and appeals processing for staff, students, alumni and visitors. Conduct appeal decisions in the absence of the AOM. Assist customers with the complex task of registering their accounts on their phones, finding citations appeals and gathering necessary information.Biola Print Services: Order all temporary permits for staff, students, alumni and visitors through the Biola Print Shop. Gatehouse log: Keep a close eye on the gatehouse log. Make sure that students visiting the GH are charged for their permits each month as necessary. Cross check all visitors with current students, to assure proper billing takes place. Citation Appeals: Oversee the processing of second appeals, presenting them to Chief, scheduling an in-person meeting as needed, and reducing/sustaining/billing citations as ordered.Office Maintenance: Place work orders for inoperable items through Facilities, Konika or IT as necessary. Keep the Campus Safety office stocked and clean by tidying up the office as needed. Manage the collection of decorations in the Lot R storage bay. Decorate for each fall and Christmas, making the outside and inside of the office warm and inviting, at the approval of Chief. Make sure decorations are down and put back in the Lot R storage bay in a timely manner by recruiting the OAs, cadets or officers to help transport and put away neatly.All other duties as assigned that the supervisor determines are appropriate.RequiredSkills/QualificationsMust have strong leadership and organizational skills.Must have strong human relations skills with the ability to interact positively with a diverse university population, and the ability to develop and implement problem-solving techniques within the institution.Must have good interpersonal and communication skills.Must be committed to professionalism & courtesy.Must maintain a lifestyle in consonance with sound Christian principles and those promulgated by the institution.Must have the ability to participate in the spiritual growth, development, care, and support of personnel.Must be proactive and dependable.Must be flexible.Hiring Range: $21.31 - 23.98 per hour