SIG Employment: Open Position

Office Manager – Innovators Program

Job Description

Reporting

The position reports to the Director of assigned campus and provides administrative and operational support to the Deans.

Summary

This role of the Office Manager for the Summer Institute for the Gifted Innovators 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 Innovators 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 orientations prior to student arrival.
    • Oversees the execution of employee onboarding.
  3. Assists with the coordination and implementation of parent orientation and student registration.
  4. Assists Director with site 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. 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.
  6. 6. Greets and directs visitors to the program, answers telephone calls, and provides administrative support to the Director, Deans, other staff members, students, parents, and administrative office.
  7. Coordinates the acquisition and purchase of office, academic, and program supplies.
  8. Provides overall administrative support for the SIG office, along with the Academic Assistant and Administrative Assistant (if applicable).
  9. Receives and distributes mail daily for all staff and students.
  10. Provides training, supervision, and information sharing as needed in the administrative office.
  11. Copies documents, files information, and organizes forms.
  12. Utilizes the SIG Campus Management System (CMS) to run reports, change student information, and provide information.
  13. Keeps accurate, up-to-the-minute account of students checking in and out of campus; oversees attendance/presence on campus, especially on weekends.
  14. Receives and communicates telephone messages to staff, parents, and students.
  15. Collects appropriate information from Deans and Director, writes and formats the weekly campus newsletter that is sent to SIG families.
  16. Ensures all documents created and photos taken during program are uploaded and shared to One-Drive by end of program.
  17. Sets-up, assists with, and attends the Closing Ceremony and Academic Showcase at the end of the session.
  18. Assists with the overall closing of campus, including packing up supplies in the inventory pod.
  19. Demonstrates overall professionalism and a friendly, helpful, and positive attitude.
  20. Coordinates with Director, Deans, and Nurse to ensure all area inventories are complete and forwarded to Stamford at the conclusion of the program.
  21. 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. Comfortable using Microsoft Office (Word, Outlook, Excel, PowerPoint)
  5. Ability to 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 residential 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. Ability to demonstrate speech clarity and recognition by speaking frequently for long periods of time to students, parents, faculty, 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. Be able to work 24/7 shifts to anticipate unexpected situations or assist during emergency operations.
  6. Ability to live and work potentially without air conditioning during hot and humid summer months for days on campus.
  7. Maintain constant contact with others by interacting with staff and students and within dorm living situations, campus facilities.

Position Type/ Expected hours of work/ Travel

  1. This position is required to reside on campus throughout the entirety of the program.
  2. There will be additional hours of work outside of these including off-site pre and post program.
  3. The position is required to attend office set-up and staff orientation four (4) to five (5) days before the start of the assigned program.

Education/ Experience/ Qualifications

  1. Minimum of a Bachelor’s degree (preferred).
  2. Work 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.
  4. Valid vehicle inspection (Connecticut campuses only).

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

Summer Institute for the Gifted is an equal opportunity employer.

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