Account/Position No.:   20020/230530                          Level 7

Position Title:  Office Manager

Department:   Academic Affairs

 

Expectations for All Employees

East Tennessee State University pursues its mission based upon core values. An employee's job performance must support and exhibit the university's core values:

PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential;
RELATIONSHIPS are built on honesty, integrity and trust;
DIVERSITY of people and thought is respected;
EXCELLENCE is achieved through teamwork, leadership, creativity, and a strong work ethic;
EFFICIENCY is achieved through wise use of human and financial resources; and
COMMITMENT to intellectual achievement is embraced.

Function of Position

 

Responsible to the Provost and Vice President for Academic Affairs for coordinating administrative office services for the Office of Academic Affairs; acting as a liaison between this office, university colleges and departments, and the community; administering duties in a capacity that enables independent judgment in matters of significance; planning and arranging special events; and performing other related duties as assigned.

 

Essential Functions

 

-        Assists the Provost/Vice President with the administrative management of the office.

-        Completes individual project assignments requiring assembling of data, analysis of data and drafting documents.

-        Answers questions/concerns from division directors reporting directly to the vice president.

-        Reviews and independently answers correspondence.

-        Represents the vice president’s office in answering questions/concerns and resolving problems for staff, faculty, off-campus individuals and agencies, and students.

-        Assists in planning and compiling agenda items for Academic Council and is responsible for electronic/photocopy distribution of documents.

-        Coordinates all related office activities; assists with special events.

-        Supervises student workers.

 

Secondary Functions

 

-        Maintains appointment calendar for Provost and Vice President for Academic Affairs; prepares weekly calendar of events.

-        Types correspondence, memorandums, forms, etc.

-        Opens mail and routes to appropriate personnel.

-        Maintains current files; keeps daily log of all contracts signed by the Provost and Vice President for Academic Affairs for quarterly TBR report.

-        Prepares and sends out minutes of Academic Council to all members and participants; prepares annual report of council meetings; prepares GEAC minutes.

-        Prepares and e-mails Dean's Council agendas; prepares minutes for the Provost and Vice President for Academic Affairs.

-        Makes all travel arrangements for the Provost and Vice President for Academic Affairs.

-        Schedules and arranges all related activities; attends and assists with annual faculty conference.

-        Logs and maintains files for all non-instructional assignments approved by the Provost and Vice President for Academic Affairs.

-        Types and processes evaluations/reviews of all staff reporting to the Provost and Vice President for Academic Affairs.

-        Answers questions about paperwork processed through the academic affairs office.

-        Checks e-mail daily to receive forwarded messages from the Provost; corresponds to and files as directed or as appropriate.

-        Maintains a tickler file of assignments sent out by the Provost and any due dates for action or response; keeps Provost informed if any responses are missing, incomplete or overdue.

-        Performs other related duties as assigned.

 

Knowledge and Abilities

 

-        Knowledge of university and TBR policies and procedures.

-        Knowledge of office procedures.

-        Knowledge of computers and related software applications.

-        Ability to communicate effectively.

-        Ability to set priorities and meet deadlines.

-        Ability to establish and maintain effective and professional relations with various constituencies.

-        Ability to establish, maintain and support electronic communication with various constituencies.

-        Ability to maintain confidentiality and professionalism with all associated duties.

Supervision Given and Received

Performs under general supervision.  Determines own methods of performing assigned work.

Minimum Qualifications

Bachelor's degree preferred; equivalent educational qualifications which may include certifications (e.g., CPS) and three to five years experience in an academic setting will be considered.

 

Date:  March, 2007