Office Manager, Richmond

Office Manager

4 Days Old

Position Summary:

Manages the daily administrative tasks for key areas within the division of Strategic Enrollment Management and Student Success (SEMSS) to include personnel actions, timekeeping, fiscal and general office matters. Supports the Office of Admissions, Office of the University Registrar and New Student and Family Orientation - including onboarding university staff, hourly, student and work study students. Provides guidance to supervisors and staff in the recording of hours worked and leave taken along with reconciling records and reports to meet university established deadlines. Advises staff regarding procurement, contracts and travel policies and procedures. Processes vendor invoices timely ensuring accurate and prompt payments.

Core Responsibilities:

Human Resources Support (40%):

Serves as Human Resource Associate (HRA) for the department of Undergraduate Admissions, Orientation and Transition, Programs, and the Office of the University Registrar.
Responsible for onboarding and offboarding university employees, hourly, student and work study employees following VCU policy and the division's best practices.
Responsible for timekeeping following established deadlines and within federal, state and university guidelines to include FLSA, FMLA, and VSDP.
Reviews RealTime for accuracy meeting university established deadlines to ensure staff are paid on time.
Reconciles the leave summary report in a timely manner and if necessary, submits pay and/or leave adjustments.
Works with admissions operations to set up affiliate status for Mellon Pathways' participants along with department contractors as needed. Reviews affiliate status annually.

Procurement and Fiscal Support (40%):

Supports day-to-day fiscal needs following established university policies and procedures. Submitting requisitions in RealSource for office supplies, letterhead, business cards etc. as requested. Completes receiving and submitting invoices for payment in a timely manner ensuring vendors are paid promptly and accurately. When applicable, vendor payments are made by P-Card and signed off on transactions in BOA Works after allocating and uploading supporting documentation.
Supports the admissions event staff by reviewing event contracts under $10K for compliance of allowable dollars on state funds and submits in the RealSource contracts portal for review and signature by the director of procurement services. Following up with venue event contact for countersignatures, purchase order, and final invoicing. Review of all final invoices for accuracy before payment processing.
Assist with the planning, organizing and implementation of Open Houses, Preview Day, Receptions and other yield events ensuring accuracy of allowable per diem rates with the use of state funds.
Process the annual Aramark purchase order and track costs of all on-campus catered events, as well as groups visiting the welcome center receiving lunch vouchers, along with meal vouchers used during open house and preview day events.
Advises staff regarding travel policies and procedures to maintain compliance within the departments.

Administrative Support (15%):

Serves as administrative support to the Assistant Vice President. Reviews incoming correspondence and scheduling meetings as requested. Answers phone lines for the Assistant Vice President's office and maintains office files.
Serves as building manager for Ritter Hickok and the Department's Grace Street facilities is the primary contact for Facilities, Physical Plant, Fire and Safety and Housekeeping. Forwards to appropriate staff email notices in reference to issues or projects that affect the building occupants along with general information on the Monroe Park campus.
Supports the SEMSS Fixed Asset Custodian on annual audits and surpluses items when necessary.
Hires, trains and supervises student/hourly workers assigned in the Assistant Vice President's office.
Other duties as assigned.

Public Relations (5%):

Serves all customers, internal and external to the university in a courteous, prompt and professional manner.
Provides quality customer service in person and over the phone. Builds cooperation among coworkers.

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Location:: Richmond

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