Office Manager President's Office 999602 - Previous Applicants Need Not Apply
Job Summary / Basic Function Job Summary: The Office Manager provides essential and confidential administrative support to the President and his support staff, and plays a central role in managing the schedule, travel and correspondence of the President, as well as events hosted by the Office of the President. She/he interacts regularly with a diverse array of constituents including Regents, TSUS systems officials, alumnae, donors, vice presidents, deans, faculty, students, and various external guests and colleagues of the President. The successful candidate must work effectively in a collaborative and fast-paced environment. Considerable discretion, judgment, and diplomacy are imperative for success in the position. This position may require some late nights or weekends, and exceptional attendance and punctuality are a must.
Major Essential Job Functions: Willingness to take initiative and work as a key member of a fast-paced team. Capable of exercising a high degree of independent judgment and prioritizing work accordingly. Demonstrated ability in maintain confidentiality. Ability to manage a wide array of tasks and projects and to operate under tight timelines. Expert use of Microsoft Office software, including PowerPoint; preferred use of Banner and Argos. Comfort in managing office work and activities, including confidential matters; meeting and event planning; problem solving and student staff supervision. Excellent organizational, writing, proofreading, and oral communication skills. Ability to anticipate next steps and be proactive in work.
Secondary Essential Job Functions: Assist in the preparation of reports and correspondences to internal and external constituents, including accrediting associations and other regulatory agencies. Track the president's rotation of speaking engagements to ensure efficiency in the extensive number of meetings/speeches that are performed by the President annually. Prepare a daily status report on ongoing projects; organize these work projects in appropriate folders, including in the President's Signature Binder, and review daily with President to maintain an orderly flow of information. Schedule, prepare and distribute agendas, attend and record minutes or action items of the Executive Team meetings. Organize mail each day in appropriate folders and review with President. Schedule all of the President's internal and external appointments; prepare daily and weekly itineraries, with appropriate follow-up. Track calendar schedules of the President's direct reports for planning purposes. Maintain electronic and print files and records in a systematic, secure and confidential manner. Review and submit payment requests for all invoices and expenses initiated by the Office of the President. Participate in committee work as assigned.
Other Duties as Assigned: Other duties may be assigned to this position on a regular or occasional basis to respond to needs of the Institute.
Minimum Experience Required: 5 years of related experience (minimum).
Certification(s) Required: Must qualify as a Notary Public within the first six months in this classification.
Key Competencies: Maintain and reconcile the Presidents travel and expense records; prepare the Presidents monthly expense report and submit to the Travel Coordinator in Finance & Operations. Offers hospitality and cordial assistance to everyone visiting the Office of the President. Model exemplary customer service in all aspects of job performance. Manages the calendars of the President and Coordinates travel for the President. Provides accurate, effective and timely clerical support for the Office of the President. Coordinates, manages, and accompanies the President to meetings, speaking engagements, and social events which are attended by the President, both on and off-campus, including occasional evening and weekend events. Organizes and manages files in the Presidents Office, including preparation of materials for the college Archives. Assists with the management of the electronic Board of Regents portal and serves as a liaison to system offices Director of Administration. Working with the Director of Marketing maintains the Presidents website. Organizes and manages archival files for the Board of Regents and serves as the college representative for the institutional Records Retention schedule. Assists the President in preparing visual materials for major presentations. Monitors the office budget and numerous expense accounts and participates in the budget development process. Hires, assigns work and supervises student workers. Initiates and maintains collaborative working relationships with college offices, especially with staff in the Vice Presidents offices and in the Development/Foundation office. Communicate directives on behalf of the President to direct reports. Performs other duties necessary for the effective functioning of the Office of the President.
Physical Requirements: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Job Conditions: The job conditions described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, work is normally performed in a typical interior/office work environment with moderate noise.
LIT Expectation of Quality: Employee will support the mission of Lamar Institute of Technology by providing high quality, professional services, timely responses and solutions to customer requests.
Experience: - At least three years of supervisory experience preferred. - Previous higher education experience preferred.
Open Date: 10/08/2019
Open Until Filled: Yes
Security Sensitive Statement This position is security-sensitive and thereby subject to the provisions of the Texas Education Code 51.215, which authorizes the employer to obtain criminal history record information.
EEO Statement Lamar Institute of Technology is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.
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Home to more than 14,000 students, Lamar University is one of the fastest growing universities in Texas and is a member of The Texas State University System. LU offers more than 100 programs of study leading to bachelor’s, master’s and doctoral degrees. The 270-acre campus in Beaumont is about 90 miles east of Houston and about 25 miles west of Louisiana