Office Manager, Office of Wellbeing

Wake Forest University•Winston-Salem, NC

About The Position

Under minimal supervision, the Office Manager manages the office operations of the Office of Wellbeing. Performs a variety of duties which include managing budget spend and organization and coordination of all administrative functions that assist the Office of Wellbeing with daily operations. Provides administrative support to keep the office operating efficiently and reliably. Provides support to the department director.

Requirements

Associate degree plus three years of experience in office management and/or budget management, or an equivalent combination of education and experience.
General knowledge of and experience with office management procedures and techniques.
General knowledge of budget systems and financial and accounting procedures.
Excellent verbal, written, and interpersonal skills
Accuracy and attention to detail.
Ability to research and resolve office management problems and questions.
Ability to exercise discretion with sensitive issues, diplomacy and sound judgment; deal calmly and effectively with and/or regarding distressed students, families, administrators, and others.
Ability to prioritize and re-prioritize as needed.
Ability to practice confidentiality in accordance with the state laws and the ethical standards under which the professional staff work.
Proficiency and/or ease with various software, including utilization of Microsoft Office Suite and cloud-based computing; ability to operate peripheral office equipment (e.g., copier, scanner).
Ability to employ effective and compassionate communication skills, and project confidence and calmness in a fast-paced environment.
Ability to organize office workflow, prioritize work assignments, and coordinate activities and take initiative as needed.
Ability to practice good judgment and problem solving.
Ability to work independently.
Communication with others to exchange information.
Repeated motions that may include wrists, hands and/or fingers.
Sedentary work that primarily involves sitting/standing.

Responsibilities

Manages all daily operations of the office, including opening and closing; manages infrastructure (i.e., space, appearance, security, supplies, purchasing, computer networks and equipment, phones and voicemail, office calendars, etc.) and event management system.
Manages overall departmental spend to ensure fiscal responsibility; manages minor bookkeeping and incoming revenue; monitors budgets and codes expenses; maintains and reconciles detailed budgets for multiple accounts; provides timely and accurate reports of budget status; and assists with developing annual departmental budget and forecasting.
Supports the budget, processes and pays invoices, and assists with contract services
Analyzes internal processes related to office support and recommends and implements procedural or policy changes to improve operations, such as supply changes or the management of records.
Provides administrative support to the director, including some clerical tasks integral to the day to day functioning of the department, and provides calendar support for the director.
Assists the director with as needed logistical and organization support for meetings, presentations, and department and University projects.
Provides administrative support for departmental outreach programming.
Manages and facilitates events that require contact with various departments and University staff and the public.
Manages flow of students in the office and effectively handles high volumes of traffic in the waiting room while communicating sensitive information to clients and protecting clients’ privacy.
Serves as the initial point of contact for the department. Creates a welcoming environment where students, parents, faculty/staff, and other visitors feel comfortable. Responds quickly and professionally both in-person and on the phone. Acts as point of contact for vendors.
Provides students, parents, faculty/staff, and other visitors information regarding services to the Office of Wellbeing and helps educate them about other resources on campus.
Occasionally works outside of normal business hours in support of signature programs.
Other duties as assigned.