Office Manager
Wellesley College

Job Info

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At Wellesley, our mission is to deliver an outstanding liberal arts education
to women who will make a difference in the world. Our collaborative
community, comprising faculty, students, staff, and alumnae, is guided by
our shared values. We champion intellectual discovery and excellence,
uphold gender equality as foundational to progress, affirm diversity as
crucial to educational excellence, value connection and community, empower
individuals for social change, and commit to integrity and academic freedom
in our pursuit of knowledge. Join us in this transformative journey!

When applying for the position, please ensure a thorough review of the job
details. If you are an internal employee, kindly utilize the internal portal on
Workday for your application. Prepare a comprehensive resume/cv and cover
letter for upload. Acceptable formats for these documents are either PDF
(.pdf) or Word (.doc).

Job Posting Title
Office Manager

Job Description Summary
Administrative Non-Exempt

Job Description
Under the direction of the Chief of Police/ Director of Public Safety, the Office Manager is responsible for coordinating the day to day administrative operations of the Public Safety Department including providing administrative support to the department's leadership team. The Office Manager expedites and coordinates daily administrative tasks necessary to run the department, including serving as a contact person for department visitors, maintaining confidential records and calendars, responding to telephone and email inquiries, administering the department budget, ordering and maintaining office supplies, and maintaining the department's website and databases .

Position Responsibility:

• Performs administrative duties and establishes and maintains office procedures to manage the logistics and smooth daily operations of the Public Safety Department.
• Assists the department leadership team with tasks such as scheduling; reviewing, prioritizing and responding to emails; answering and returning phone
• calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks as required.
• Manages department calendars and schedules meetings for department leadership team.
• Supports leadership in the development of departmental goals, objectives and strategic initiatives and in implementing office procedures in support of said goals.
• Administers office financial operations including the departmental budget, generates invoices and pays bills, assists with the annual budget process
• Hires and supervises student workers and manages student workflow
• Supports training, professional development, accreditation and compliance programs
• Serves as a department liaison to the Wellesley College community including students, staff, alumnae, as well as external entities.
• Assists with compliance with Special State Police requirements as a well as the Police Officer Standards and Training (POST) requirements
• May attend campus committee meetings to provide administrative support to department leadership.
• Utilizes technology extensively including Zoom, Google Suite, Workday, and maintains department website and databases.
• Assists in preparing the annual Clery report including compiling and formatting data. Works on other reports as assigned.
• Coordinates payroll functions including reporting time and attendance and overtime for department personnel.
• Works in close collaboration with other College departments.
• Other administrative tasks as assigned.

Basic Qualifications:

• Associate degree, Bachelor's Degree preferred.
• Minimum of three to five (3-5) years of administrative work experience, OR a combination of education and experience which demonstrates the ability to perform the essential functions of the position.
• Experience in a public safety or higher educational setting desired
• Requires excellent written, verbal and interpersonal skills and close attention to detail.
• The successful candidate will have office management skills, experience with establishing administrative systems and procedures and some project management skills.
• The position requires the ability to perform administrative and clerical support functions independently.
• The ideal candidate will be tactful and confident in dealing with people in authority and possess the ability to prioritize tasks in order to deliver high quality work against tight deadlines and to work confidentially, sensitively, and diplomatically.

Skills and Abilities :

• Ability to understand the breadth and impact of decisions affecting faculty, staff and students and members of a very diverse college community. Ability to communicate across difference with respect and understanding.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
• Familiarity with a police or public safety department infrastructure, policies, and procedures
• Working knowledge of operational and fiscal analysis and techniques
• Ability to work collaboratively with Department partners and prioritize information flow to the Chief
• Ability to troubleshoot office administrative problems and respond to all inquiries and requests related to the Department
• Familiarity with office software packages, technology, and systems
• Interpret and apply administrative and departmental policies, procedures and regulations.

Company Description

Wellesley's mission is to provide an excellent liberal arts education to women who will make a difference in the world. We advance our mission by working together as a community-faculty, students, staff, and alumnae.

Embark on a fulfilling career journey at Wellesley College, where we prioritize your well-being and professional growth. As a valued member of our team, you'll enjoy a comprehensive array of benefits and resources designed to enhance both your work-life balance and long-term success.

• Competitive Compensation : Experience competitive wages ensuring your dedication is recognized and rewarded.
• Exceptional Benefits Package: Access a comprehensive benefits package, including health, dental, vision and pre-tax saving benefits, life insurance, disability coverage, and more to safeguard your health and that of your loved ones.
• Commuting and Transportation: Enjoy the convenience of free parking on our picturesque campus, easily accessible from major roadways. We are also accessible via the MBTA commuter rail.
• Paid Time Off : Take advantage of paid vacations, personal days, sick time, and holidays to recharge and maintain a healthy work-life harmony.
• Retirement Savings : Plan for the future with our retirement savings plan. Wellesley College contributes up to 10.5% towards your 403(b) plan for eligible employees
• Work/Life and Wellness: A hybrid work environment for select positions (additional details will be provided during the interview process), caregiving support through Wellthy, legal plan insurance, pet insurance discount and a variety of other resources including retirement planning, and access to cultural and leisure activities throughout metro-Boston.
• Professional Development: Enhance your skills and explore growth opportunities through continuing training and pathways for growth within our supportive environment.
• Tuition and Education Benefits : Invest in your education with tuition benefits, and access resources to navigate student loan forgiveness, reinforcing our commitment to your ongoing learning.
• Campus Privileges : Enjoy free use of our state-of-the-art athletic and fitness facilities with onsite fitness classes, Library resources, and seize opportunities to attend diverse campus events that contribute to a vibrant community.

Apply today and take your first step toward a rewarding career with Wellesley College - where your unique strengths and success are celebrated as part of our shared commitment to inclusivity!

Worker Sub-Type
Administrative

Time Type
Full time

EEO Statement
At Wellesley, we embrace and honor difference and diversity. We believe the best ideas-the best solutions-draw on a range of voices, perspectives, and experiences. As a college, and as a community, we are dedicated to assuring that all members for the Wellesley community have an equal opportunity to flourish.

Wellesley College is an Equal Opportunity Employer, committed to the diversity of the college community and the curriculum . Wellesley College and all its subcontractors shall abide by the requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that Wellesley College and all of its subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status. Candidates who believe they can contribute to that goal are encouraged to apply.

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