Account/Position No.:  40300/233720                                  Level 5

Position Title:  Office Manager

Department:    Facilities Management

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 Associate Vice President for Facilities Management, Planning and Construction for maintaining contact with internal and external constituents; following up with others on projects assigned by the supervisor; maintaining the physical plant budget; preparing all paperwork for hiring of employees; maintaining office filing system for employee personnel files and general physical plant correspondence; preparing yearly capital budget submittal; improving efficiency by maintaining purchasing for the Facilities Management office for purchase orders up to the approved bid limit; and performing other related duties as assigned.

Essential Functions

-        Prepares all paperwork for hiring of employees.

-        Ensures the office runs smoothly and efficiently.

-        Answers telephone, answers questions, and/or routes calls to appropriate personnel.

-        Maintains office filing system for employee personnel files and general Physical Plant correspondence

-        Maintains contact with internal and external constituents.

-        Follows up with others on projects assigned by the supervisor.

-        Maintains and monitors Physical Plant budget.

-       Prepares yearly capital budget submittal.

-       Improves efficiency by maintaining purchasing for the Facilities

        Management office for purchase orders up to the approved bid limit.

-      Reports to Purchasing on all purchasing functions.

-      Improves efficiency and reduces lead time required for purchase orders.

-      Utilizes state contracts and blanket contracts for time and money savings.

-      Tracks project expenditures.

-      Produces project data/reports.

-      Supervises support employees.

-      Trains and supervises student workers.

Secondary Functions

-        Researches policies, procedures and guidelines for supervisor and staff.

-        Orders and maintains office supplies.

-        Monitors copier maintenance.

-        Monitors distribution of contractor badges and service vehicle tags.

-        Works on long-term budget and business process improvements.

-        Performs other related duties as assigned.

Knowledge and Abilities

-        Knowledge of office procedures.

-        Knowledge of computers and related software applications.

-        Knowledge of a facilities business environment.

-        Ability to work independently and meet deadlines.

-        Ability to communicate effectively.

-        Ability to effectively plan, coordinate and inspect the work of others.

-        Ability to establish and maintain effective working relationships.

-        Ability to coordinate projects.

Supervision Given and Received

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

Minimum Qualifications

Associates degree required; and three years of experience in a facilities business environment.

Date:  March, 2007