ISSS Office Manager

Apply for Job Job ID365163 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1865 Employee ClassAFSCME Unit 6 - Clerical Add to Favorite Jobs Email this Job About the Job Expected salary range: $47,236.80 - $50,000 Full-Time Hybrid work environment (typically at least 3 days of in-office work) This position is not eligible for visa sponsorship. Position Description: The Office Manager at International Student and Scholar Services is responsible for supporting the day to day operations of this vibrant unit, enabling ISSS to provide excellent services to the international community. This position reports to the assistant director of operations and responsibilities include assisting the assistant director of operations with on-boarding new staff, ordering supplies, planning and overseeing office-wide events, and a variety of other duties focused on daily operations; working at the Welcome Center and providing support for the Welcome Center team to greet scholars and students and determine where best to direct their questions; and providing assistance to the assistant vice provost with their calendar and projects. Office Management (50%) Coordinate ISSS all staff meetings (arrange & track when guest speakers are coming in, when professional development opportunities are taking place at the staff meetings, etc.) Take staff meeting notes and share on Google Drive & Office-Wide Calendar Update the Office Use calendar each month Make sure the appropriate staff are invited to all staff events/meetings Schedule office-wide meetings and events Assist with tech (as meetings are typically hybrid), when needed. On-board new staff: Coordinate with the Assistant Director of Operations regarding setup procedures for new staff to ensure space, phones, computers, and access are ready for the new staff as well as scheduling training with ISSS and other U of MN staff Conduct ISSS specific new staff orientation (ISSS server access, Google calendar resources access, office keys including Ucard access to ISSS space and after hour building access, listservs, Satellite access, Mail folder, etc). Coordinate PS/Sunapsis access via the Assistant Director of Operations. Coordinate with the hiring manager administrative details for staff searches, including scheduling interviews and making travel arrangements when candidates visit campus Data Management: Managing the listservs (ISSS Staff, ISSS Advisers) Open Doors: Assist the Assistant Director of Operations to coordinate the efforts to obtain data for the Open Doors report Enter the data and submit the final report Manage Printers: Serve as the main Loffler point of contact.. Contact Loffer when we have printer issues. Manage office supplies Assess where we are low with general office supplies Re-order general office supplies, as needed Submit orders that are entered in UMarket by ISSS staff & order supplies. Put away & organize office supplies, as needed. Send reminders to staff to get their supply orders submitted in a timely manner. Projects to improve efficiencies: Research processes/tasks that could be improved; gather data, recommend and implement solutions in coordination with the Assistant Director of Operations, such as researching effective use of google calendar and/or email and potentially sharing strategies with staff during all staff meetings, develop a communications tool to help staff identify which office tasks they do on their own such as requesting printing help from the helpdesk,assistance with computer issues, etc. Miscellaneous, to include such items as: Be a Purchasing Card Holder to assist with staff making approved purchases when staff don't have their own p-card Arrange for the confidential shredding bin to be emptied and/or replaced. Arrange for office-use parking vouchers Renewal of NAFSA Memberships for Staff, done annually Act as a liaison and coordinate with the Vice Provost's office on GPS-wide events and with other GPS depa tment staff on cross-over department events. Gather, write, and distribute information for Emergency Response Plan for the ISSS Office; invite appropriate entities to present on emergency procedures. Welcome Center (20%) Provide customer support at the Welcome Center, including responding to phone calls and emails, scheduling appointments, and signing-up students and scholars for drop-ins and appointments(approximately 1 shift per week, at minimum, plus additional time when other Welcome Center staff are out). If Designated School Official (DSO) qualifications are met, serve as a DSO so as to assist with signing Social Security letters while at the Welcome Center. Serve as the backup Welcome Center supervisor; coordinating with Welcome Center Manager and providing work direction to Welcome Center staff (4-5 student workers) as needed. Facilities Management and Logistics (10%) Project management regarding space: Arrange office moves and complete remodeling projects by working with UM Construction, Facilities Management, furniture vendors, space planners, IT, etc. Work with the Assistant Director of Operations to identify opportunities to utilize and upgrade office space and place staff members. Spaces to include: 130 Heller, 150 Heller, 190 Humphrey, 94 Blegen, 6th floor Heller Hall, 110 Heller Oversee the use of storage space in Humphrey Room 70 and 94 Blegen and a room on the 10th floor of Heller Represent ISSS at monthly facilities "West Bank Advisory Committee" meetings; reporting back to Assistant Director of Operations on how ISSS will be impacted by upcoming changes; create and implement communications to other ISSS staff as necessary Assist Assistant Director of Operations regarding office space, technology, equipment, and utility issues; make recommendations for more efficient use Submit service requests on behalf of ISSS staff to Facilities Management and Network Telecommunication Services and ensure satisfactory completion of the requests Manage technology resource check out the calendar, keeping track of ISSS Office Wide use items Organize staff security access to ISSS offices and Heller Hall, including serving as the primary Department Facility Representative Assistant to the Assistant Vice Provost (15%) Provide support to the Assistant Vice Provost for International Student and Scholar Services, including projects Manage the Assistant Vice Provost's calendar for a balance of meeting and work time; prioritizing as necessary Schedule meetings that include the Assistant Vice Provost Plan and implement staff appreciation events and retreats; identify and schedule venues; monitor project budget; create and implement communication/invitations, evaluate the event's success, and make recommendations for improvement Assist with creating and editing presentations and meeting preparations Research specific topics as assigned, such as identifying the Board of Regents agenda for items related to international students, reviewing requests made of ISSS to assess for potential amount of time involved, and assessing the project. Arrange travel and conference registrations related to work Lead special projects... For full info follow application link. The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds. The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.