Office Manager – Commuter Program

Job Description

The goal of SIG is to provide an exceptional experience by creating a community of student learners who share common interests, abilities, and goals. It is the team responsibility to promote a safe environment where students can grow intellectually, socially, and emotionally.

The Office Manager reports to the Director and provides administrative support to both the Director and the Academic Dean.

Office Managers work Monday – Saturday 7:45am – 6:15p.m. . Office Managers are also required to attend staff orientation and student registration day the Saturday prior to the first day class.

Qualifications

  • 18 by June 1st of the current program year
  • Bachelorís degree
  • Equivalent work experience and/or training in administrative procedures
  • Experience with computer software programs: Microsoft Word, Outlook, Excel, and PowerPoint
  • One (1) year of experience as an administrative assistant or in a clerical position
  • Ability to multitask, set priorities, organize and follow through on details, and complete tasks in a reasonable time with limited supervision
  • Adheres to the policies and procedures of the SIG program

Responsibilities

  1. Adheres to policies and procedures as outlined in the SIG employee handbook and the SIG code of professional conduct.
  2. Maintain bookkeeping and financial records for program. Records and keeps a daily balance in the checkbook for check disbursements,
  3. In consultation with Director, authorize all credit card expenses.
  4. Oversee the execution of new hire paperwork, track the collection of forms and forward to SIG Central.
  5. Maintain an inventory of the office supplies for the program; prepare a complete and updated inventory of all program materials that go into storage during the final days of the program.
  6. Liaise with SIG to collect and return all outstanding employee paperwork including I-9 forms, federal and state tax forms, and staff medical forms.
  7. Attend and participate in the staff orientation prior to the beginning of the session.
  8. Assist with the coordination/implementation of parent orientation and student registration prior to the start of the program and on the opening day of the program.
  9. Attend assigned staff meetings.
  10. Greet and direct visitors to the program, answers telephone calls, and provides administrative support to the Director, instructors, students, parents and administrative office.
  11. Coordinate the acquisition and purchase of office supplies.
  12. Coordinate administrative support for the SIG office.
  13. Implement the organization and set-up of the administrative office and its paperwork, and assist with assigned duties as assigned by the Director.
  14. Copy documents, file information, and organize forms.
  15. Receive and communicate telephone messages to staff, parents, and students.
  16. Distribute daily mail to Director and staff.
  17. Take pictures during the program and creates a slideshow to be shown during closing ceremony.
  18. Attend and assist with the closing day procedures
  19. Recycle or donate perishable items that do not go into storage.

Physical Characteristics of an Office Manager

He picks up to 20 lbs occasionally and /or up to 10 lbs. frequently, and/or a negligible amount of pounds constantly to move, push, or pull objects. Physical demands include sitting, walking and/or standing to a significant degree. The Administrative Assistant moves throughout the campus or building to deliver information, and/or to locate students and instructors.

Ability to work with and without air conditioning during the hot and humid weather conditions of the summer.

Equipment used may include cellular telephones, walkie-talkies, computers and various office machines: photocopy machine, fax machine, computers, various software programs, portals and scanners.

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Summer Institute for the Gifted and University Prep are equal opportunity employers.