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Office Manager

Posting Details

Position Information

Job Title Office Manager
Job Description

Directly responsible to the Center Director for the overall operation of the Center office, including maintaining a quality work atmosphere. Is responsible for the development and maintenance of smooth operating procedures for Center support functions. Primary responsibilities include timely registration requirements, report submission, and Center record keeping. Emphasis is placed on attending to students’, faculty and staff needs and requests.

Essential Duties Summary

Office Management
• Receive Center visitors and help current, new and prospective students with requests and questions.
• Provide general receptionist and clerical duties.
• Maintain Center Files.
• Maintain a student & faculty database as needed.
• Order, maintain and monitor use of office supplies required for Center operations and support of faculty.
• Maintain an office inventory system for letterhead, envelopes, brochures, bulletins and order as needed.
• Maintain office equipment (e.g., computers, copier, fax, telephones) to ensure satisfactory daily operation—contact repair personnel as required.
• Order required desk copy of text and supplementary materials from the publisher.
• Maintain Center literature boards.
• Perform other duties as assigned by the Center Director.

Customer Service
• Ensure in the Extended University a culture of superior customer service through example, encouragement and direction to staff and faculty.
• Maintain superior customer service as a competitive advantage.
• Assist students in achieving their educational goals by promoting all of UIU’s programs that can help them (center classes, online, self-paced program).
• Provide appropriate assistance for students utilizing Veterans’ Administration benefits (CH 30, CH 31, CH 32, CH 33, CH 35, CH 1606, CH 1607) and Yellow Ribbon process.
• Provide appropriate assistance for students utilizing company reimbursement programs.
Registration
• Assist students in registration process (registration cards, myUIU, MyCAA, GoArmyEd).
• Assist students with drop/adds and course withdrawals, ensuring students understand refund policies for withdrawals and any implication on financial aid.
• Review student account for outstanding balance and collect payment.
• Prepare and maintain class rosters and attendance sheets making appropriate additions and deletions as needed.
• Monitor attendance weekly and follow-up as needed. Coordinate with Center Director to initiate administrative withdrawals in accordance with UIU policy.

Term Responsibilities
• Prepare faculty mail boxes each term.
• Provide faculty support, including assistance with photo copying needs.
• Proctor missed exams as required.
• Proctor Self-Paced exams as required.
Financial Operations
• Collect tuition at enrollment or bill appropriate party (e.g., company employee reimbursement programs, JTPA, Vo-Rehab).
• Advise students on financial aid options and facilitate appropriate paperwork.
• Manage student accounts and financial aid records.
• Run debit/credit report at the end of each term. Identify outstanding debt and attempt collection. Identify overpaid accounts and notify student to determine if credit is to remain on account or refunded.

Main Campus Jenzabar Interface
• Establish daily connection.
• Access Admission, Registrar, Business Office, and Financial Aid Task Menu as needed.
• Send “offlist”, Course Master Schedule, and enrollment cards to the Registrar’s Office by required deadline.
• Utilize Jenzabar database to verify student information such as courses completed, GPA, financial aid status, etc.
• Conduct student file maintenance including addition of new students and update addresses and phone numbers.

Required Qualifications

• Associate’s degree required.
• Thorough knowledge of general office practices and day to day procedures of the Center Office.
• Excellent customer service skills including the ability to deal effectively with students, faculty and the general public.
• Detail oriented and capable of handling multiple duties and tasks simultaneously.
• Appropriate computer skills (e.g., Microsoft Office Suite).
• Some travel required.

Preferred Qualifications

• Bachelor’s degree preferred.

Physical Demands
Location Madison, WI

Posting Detail Information

Posting Number AS31P
Open Date 08/10/2017
Open Until Filled Yes
Close Date
Special Instructions to Applicants

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity? (Please be specific)

    (Open Ended Question)

  2. * Have you worked in Higher Ed before?
    • Yes
    • No
  3. * Are you a current employee of the university?
    • Yes
    • No
  4. * Have you had experience with non-traditional students?
    • Yes
    • No
  5. * Do you have an Associate's degree or higher?
    • Yes
    • No

Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents