Office Manager

University-of-Louisiana-At-Monroe; Breard (LA); On-site; USD 50,000 - 66,000; Full time

Job summary

The University of Louisiana at Monroe is seeking a dedicated administrator to oversee the daily operation of the Activity Center Administrative Office. You will coordinate administrative support for Recreation Services programs and manage office staff.

You will develop SOPs, supervise payroll and financial transactions, and ensure compliance with university policies. Strong organization and communication skills are essential for success in this role.

Qualifications

• Bachelor’s degree in a student services or related field; Master’s preferred.
• Two years’ experience in business or with collegiate student groups preferred.
• Excellent computer skills, including Microsoft Office; Adobe Creative Suite preferred.

Responsibilities

• Open and close the Activity Center Business Office on schedule.
• Hire, train, supervise and evaluate office staff.
• Plan and execute administrative support functions per university policy.
• Develop and maintain SOPs for the Activity Center Business Office.
• Coordinate payroll, purchasing, invoicing and deposits for Rec Services.
• Meet with staff and stakeholders to address issues.

Skills

Office administration

Staff supervision

Payroll coordination

Budget tracking

Education

Bachelor’s degree in student services or related field

Master’s degree preferred

Tools

Microsoft Office

Adobe Creative Suite

Job description

Responsible for the daily operation of the Activity Center Administrative Office. Coordinates the administrative support functions of the facilities and programs associated with the Department of Recreational Services – Activity Center, University Park, Intramurals, Wellness, Spirit Groups, and Water Ski.

1. Ensures that the the Activity Center Business Office opens and closes on time.
2. Coordinates the full-time operation and staffing of the Activity Center Business Office: hires, trains, supervises and evaluates all office staff – Graduate Assistants and student staff.
3. Plans, schedules and executes all required administrative support functions in accordance with university policy and deadlines.
4. Responsible for the development and maintenance of a current, accurate Standard Operating Procedures Manual for the Activity Center Business Office. Every function performed in the office will be detailed in the manual. Procedures are to be approved by the Director of Recreational Services. Any changes in procedures are to be approved by the Director of Recreational Services and potentially the ULM Internal Auditor’s office.
5. Coordinates and supervises departmental human resource related functions. Maintains the student staff, graduate work‑study and graduate assistant employment packages and personnel files on same. Completes all EPAF’s for all student hires in Rec Services.
6. Supervises the preparation of payroll for graduate assistants, student staff, casual wage and overload pay staff.
7. Coordinates the execution of requested financial transactions associated with the Department of Recreational Services including: purchasing of supplies, equipment and services, invoicing for services rendered, collection of membership fees, supervising and logging the daily deposits and various internal and external billings and transactions. Ensures proper collection and deposit of all fees associated with Rec Services – memberships, rentals, locker, and intramural fees while following all university and departmental cash handling procedures.
8. Ensures that deposits are completed daily and reconciled.
9. Ensures the completion of monthly line item revenue transaction reconciliation for the accounts associated with Recreational Services, Intramurals, Spirit Groups, and the ULM Water Ski Team. Provides completed reconciliation reports to Director/Assistant Director of Recreational Services for supervisory sign off.
10. Coordinates the management of all aspects of Activity Center membership management with Facility Coordinator including: maintaining/updating the participant data base on a daily basis, maintaining accurate files for all membership categories, semester reconciliations of same, coordinating semi-annual renewals and working with the computing center and member management personnel to generate the student down-loads for ULM Students each semester.
11. Directly responsible for reconciling payroll deduction memberships to the payroll deduction registers provided by the payroll office each month/pay period. Provides completed reconciliation reports to the Director/Assistant Director for supervisory sign off.
12. Conduct meeting(s) with employee(s) to resolve problems or conflicts.
13. Meet with Faculty, Staff, Students and Student Groups on matters relating to the department.
14. Participates in the review and formulation of rules, procedures and policies for the department and the division.
15. Reviews and evaluates work of subordinates and gives advice and guidance when needed.
16. Review, formulates and/or directs the revision of rules and procedures for the front office.
17. Assist with planning, implementation, and monitoring of new programs within your department and/or division.
18. Must complete all ULM required trainings annually
19. Must complete all trainings associated with other duties as assigned
20. Performs other duties as assigned.

1. A Bachelor’s degree in a student services or related field required; Master’s preferred; two years’ experience preferred working in the business field or with recognized collegiate student groups.
2. Excellent computer skills, including Microsoft Office suite; experience with Adobe Creative suite and graphic design preferred.
3. Successful candidate must demonstrate excellent organization, communication, programming, and advising skills.