SIG Employment: Open Position

Office Manager – Investigators Program

Job Description

Reporting

This position reports to the Director of assigned campus and provides administrative and operational support to both the campus Director and the Academic Dean (where applicable).

Summary

This role of the Office Manager for the Summer Institute for the Gifted Investigators Program is to provide administrative and operational support to all staff, students, and the program.

Essential Functions

  1. Adheres to policies and procedures as outlined in the SIG Employee Handbook, SIG Investigators Employee Manual, and the SIG Code of Professional Conduct.
  2. Completes all pre-program responsibilities:
    • Reviews webinars and UltiPro onboarding training and reads provided manuals.
    • Implements the organization and set-up of the office, as well as set-up and unpacking of all session materials and supplies.
    • Sets-up, attends, and participates in the staff orientation prior to the beginning of the session.
    • Oversees the execution of employee onboarding.
  3. Assists with the coordination and implementation of parent orientation and student registration prior to the start of the program and on the opening day of the program.
  4. Assists Director with bookkeeping and financial records for program. Records and keeps a daily balance in the checkbook for check disbursements. In consultation with Director, authorizes all credit card expenses.
  5. Coordinates the acquisition and purchase of office, academic, and program supplies.
  6. Utilizes the SIG Campus Management System (CMS) to run reports, change student information, and provide information.
  7. Provides administrative support for the SIG office, including any academic administrative support to the Director and/or Academic Dean (if applicable).
  8. Copies documents, files information, and organizes forms.
  9. Writes and formats the campus newsletter 1-2 times each week and takes pictures of academic and social program moments.
  10. Greets and directs visitors to the program, answers telephone calls, and provides administrative support to the Director, Academic Dean (if applicable), Instructors, students, parents, and administrative office.
  11. Receives and communicates telephone messages to staff, parents, and students.
  12. Sets-up, assists with, and attends the Closing Ceremony at the end of the session.
  13. Maintains an inventory of the overall program supplies. Prepares a complete and updated inventory of all program materials that go into storage during the final days of the program.
  14. Ensures all documents created and photos taken during program are uploaded to One-Drive by end of program.
  15. Demonstrates overall professionalism and a friendly, helpful, and positive attitude.
  16. Additional duties as assigned.

Competencies

  1. Ability to multitask, set priorities, organize and follow through on details in a reasonable time with limited supervision.
  2. Ability to maintain professional communication style.
  3. Creative problem-solving skills.
  4. Be able to work and anticipate unexpected situations or assist during emergency operations.
  5. Comfortable using Microsoft Office (Word, Outlook, Excel, PowerPoint)
  6. Work with various office equipment including, but not limited to: cell phones, walkie-talkies, computers, recreational equipment, photo copiers, fax machines, or scanners.

Work Environment

This job operates at a day college campus for a three-week period.

Physical Demands

  1. Ability to move, or push objects by using hands and arms to install or position materials up to 40 lbs.
  2. Ability to sit, stand, walk, kneel, crouch, and crawl for prolonged periods of time to perform general operations.
  3. Be able to demonstrate speech clarity and recognition by speaking frequently for long periods of time to students, parents, faculty, and SIG staff while conveying detailed and important information.
  4. Monitor the health and safety of others by scanning large areas at both night and during the day.
  5. Ability to work potentially without air conditioning during hot and humid summer months for days on campus.
  6. Maintain constant contact with others by interacting with staff and students and within the campus and campus facilities.

Position Type / Expected hours of work / Travel

  1. This role is required to be at the assigned campus, Monday through Friday, from the hours of 8:15 a.m. until 4:30 p.m.
  2. There could be additional hours of work outside of these including pre, during, and post program.
  3. The role is required to attend office set-up and staff orientation one or two Saturdays before the start of the assigned program.
  4. 4. This role is expected to commute to and from program location daily.

Education / Experience/ Qualifications

  1. Minimum of a Bachelor’s degree (preferred).
  2. Experience in administrative procedures and/or an administrative capacity within academic setting or recreational setting.
  3. Proof of a valid driver’s license and possessing a vehicle to be used on campus. A clean driving record is required.

All requirements will be interpreted and applied consistent with the Americans with Disabilities Act and state law counterparts.

Summer Institute for the Gifted is an equal opportunity employer.

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