Office Manager – University Prep

Job Description

The goal of University Prep is to provide an exceptional three week SAT and college admissions preparation program in a pre-collegiate atmosphere. It is a team responsibility to promote a safe environment where students can grow intellectually, socially, and emotionally.

The Office Manager reports to the Director.

The Office Manager generally works from 8:00 am until 11:00 pm when the office closes. The Office Manager will have a period off each day and two days off during the session.


  • Bachelorís degree (preferred)
  • Proof of a valid driverís license and possessing a vehicle to be used on campus (mileage will be reimbursed). A clean driving record is required
  • Bachelorís Degree
  • Knowledge of office administration and procedures or equivalent work experience
  • Experienced in use of computerized software programs: Microsoft Word, Outlook, Excel, PowerPoint
  • Ability to prioritize, organize, and complete tasks in a self directed environment


  1. Responsible for Office Set up prior to start of the program
  2. Work with RUSH computer to insure proper set up
  3. Assist with student registration on the programís opening day
  4. Maintain bookkeeping and financial records for program
  5. Records and keeps a daily balance in the check book for check disbursements
  6. Collects and tracks cash receipts, authorizing all credit card expenses
  7. Oversee the execution of new hire paperwork, track the collection of forms and forward to Stamford office
  8. Maintain an inventory of all supplies for the program. Prepare a complete and updated inventory of all office materials that go into storage during the final days of the program
  9. Provides data for and prepare management information reports and documents
  10. Liaises with SIG HR department with regards to payroll, absence recording, and recording systems.
  11. Maintains and develops the filing system of personnel in accordance with Stamford Office.
  12. Communicates with staff regarding pay issues
  13. Assists with staff orientation beginning five days prior to studentís arrival
  14. Attends scheduled staff meetings during program
  15. Answers telephones and take messages for students, staff, and Director
  16. Greets and provides appropriate level of service to visitors, students, parents, staff, and vendors at the administrative office
  17. Assists with copying of requested materials by staff and Director
  18. Provide administrative support for data input, create spreadsheets, write correspondence or process information as requested
  19. Receive and distribute mail daily
  20. Produce, post, and change schedules
  21. Compile academic, recreational, and corporate information
  22. Assist with computerized files and reports in academic areas
  23. Assist with special projects
  24. Assist with closing day procedures
  25. Assist with state inspection forms (where applicable).
  26. Assist with campus billing and invoicing as needed
  27. Assist with medical issues, including assisting with the transportation of students to the doctor and hospital, picking up pharmaceutical needs, and assuring that parent contacts are made by the Nurse and/or Student Life Dean
  28. Lead a ďSunday Get Away TripĒ if requested.
  29. Work as a team with Counselors and Residential Assistants assigned to administrative office
  30. Provide training, supervision, and information sharing as needed in the administrative office
  31. Observe and recommends improvements in office procedures if appropriate
  32. Assist with other duties as assigned.

Physical Characteristics of an Office Manager

Exerts up to 20 lbs of force occasionally and/or up to 10 lbs of force frequently, and/or a negligible amount of force constantly to move objects. Physical demands are in excess of sitting, and require walking or standing to a significant degree. The Administrative Assistant moves throughout the campus to deliver information, find students, or assist instructors.

Hearing requires ability to receive and give detailed information through oral communication.

Talking is important for those activities in which workers must impart oral information to students, instructors, parents, visitors, and/or facility staff. In these activities he conveys detailed or important spoken instructions to other workers and students accurately, loudly, or quickly.

Visual ability includes a field of vision to see a large area while keeping the eyes fixed.

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

Equipment used includes cellular telephones, walkie-talkies, computers and various office machines: (photocopy machine, fax, mailing machine, portal and scanner).

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Summer Institute for the Gifted is an equal opportunity employer.