Office Manager

Chico State Enterprises; Chico (CA); On-site; USD 31,000 - 34,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Vacation accrual

Sick leave accrual

403(b) retirement plan

Job summary

Chico State Enterprises is seeking an organized Office Manager to support the Upward Bound program. You will coordinate day-to-day administrative and office functions, serve as the front-line contact for students and families, and assist in maintaining confidential records and program materials.

Under the project director, you will help recruit participants, manage calendars, and support large events. A flexible schedule and strong communication are essential in this fast-paced educational

Qualifications

• Three years of full-time general clerical or administrative experience.
• Strong organizational, customer service, written communication, and interpersonal skills.
• Demonstrated ability to coordinate multiple tasks, establish priorities and deadlines, and complete work accurately in a fast-paced environment.
• Ability to learn, interpret, and apply policies and procedures and exercise sound judgment, discretion, and initiative in administrative work.
• Thorough knowledge of standard office methods, procedures, practices, and equipment.
• Demonstrated proficiency with Microsoft Office programs, particularly Word, Excel, and Outlook.
• Ability to plan, organize, train, and provide work direction to student assistants.
• Ability to work a flexible schedule, including occasional overtime, to support program needs. Vacation scheduling may be subject to operational requirements during peak or workload periods.
• Ability to sit and stand for extended periods, climb stairs, and carry up to 25 pounds.
• Ability to drive for program-related errands, including retrieving supplies and making necessary purchases, especially during the summer program.

Responsibilities

• Serve as the primary front-office contact for students, families, school partners, visitors, and callers; respond to routine questions and direct inquiries to appropriate staff.
• Coordinate general office operations, including mail, copying and scanning, files, shared calendars, office equipment, supplies, and inventory.
• Prepare, proofread, format, and distribute correspondence, program materials, mass communications, and other written materials for students, families, target schools, partners, and staff.
• Maintain accurate and confidential participant, program, and administrative records in accordance with applicable policies and requirements.
• Assist with participant recruitment, including data entry, communication with target schools and families, scheduling interviews and appointments, and preparing enrollment materials.
• Maintain program calendars and coordinate appointments, meetings, room reservations, facilities, and other logistical arrangements.
• Provide administrative support for large-scale program events, workshops, college visits, summer programming, and other student activities.
• Train, supervise, schedule, and mentor student assistants assigned to the main office.
• Prepare agendas as needed, take minutes at staff meetings, and distribute meeting materials.
• Coordinate unit safety responsibilities, maintain awareness of applicable safety procedures, and communicate safety information and plans to staff.
• Work collaboratively with program staff and interact professionally with students, families, school personnel, campus offices, vendors, and community partners.
• Perform other related duties as needed to meet the objectives of the Upward Bound program.

Skills

Organizational skills

Customer service

Written communication

Interpersonal skills

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Office Hours

8:00 a.m.–5:00 p.m.
Monday–Friday

Mailing Address

Chico State Enterprises
25 Main Street, Suite 203
Chico, CA 95928-5388

STATUS

Full-Time / Benefited / Hourly / Non-Exempt

COMPENSATION

$22.50 - $24.50 per hour

RECRUITMENT ID

489

RESIDENCY

Candidate must be a California resident. Chico State Enterprises is not a sponsoring agency for staff and management positions (i.e., H-1B Visas).

TRIO Upward Bound is a federally funded college access program that helps low-income and first-generation college-bound students successfully complete high school and prepare for college. Through academic advising, tutoring, college and career exploration, financial aid and admissions assistance, college visits, and summer programming, we provide students with the support and experiences they need to achieve their educational goals.

The office manager plays a central role in supporting this student-centered work by coordinating the day-to-day administrative and office functions of the Upward Bound Projects. Under the direction of the project director, this position serves as the front-line point of contact for the office, supports program staff and participants, maintains organized and confidential records, and helps coordinate the many operational details required to deliver consistent services to students and families.

We are seeking an organized, dependable, and service-oriented professional who can manage multiple priorities, communicate effectively, and anticipate office and program needs in a fast-paced educational environment. The ideal candidate understands that responsive, accurate administrative support is essential to the successful operation of Upward Bound services.

ESSENTIAL JOB FUNCTIONS

• Serve as the primary front-office contact for students, families, school partners, visitors, and callers; respond to routine questions and direct inquiries to appropriate staff.
• Coordinate general office operations, including mail, copying and scanning, files, shared calendars, office equipment, supplies, and inventory.
• Prepare, proofread, format, and distribute correspondence, program materials, mass communications, and other written materials for students, families, target schools, partners, and staff.
• Maintain accurate and confidential participant, program, and administrative records in accordance with applicable policies and requirements.
• Assist with participant recruitment, including data entry, communication with target schools and families, scheduling interviews and appointments, and preparing enrollment materials.
• Maintain program calendars and coordinate appointments, meetings, room reservations, facilities, and other logistical arrangements.
• Provide administrative support for large-scale program events, workshops, college visits, summer programming, and other student activities.
• Train, supervise, schedule, and mentor student assistants assigned to the main office.
• Prepare agendas as needed, take minutes at staff meetings, and distribute meeting materials.
• Coordinate unit safety responsibilities, maintain awareness of applicable safety procedures, and communicate safety information and plans to staff.
• Work collaboratively with program staff and interact professionally with students, families, school personnel, campus offices, vendors, and community partners.
• Perform other related duties as needed to meet the objectives of the Upward Bound program.

EMPLOYMENT STANDARDS

Minimum Qualifications:

• Three years of full-time general clerical or administrative experience.
• Strong organizational, customer service, written communication, and interpersonal skills.
• Demonstrated ability to coordinate multiple tasks, establish priorities and deadlines, and complete work accurately in a fast-paced environment.
• Ability to learn, interpret, and apply policies and procedures and exercise sound judgment, discretion, and initiative in administrative work.
• Thorough knowledge of standard office methods, procedures, practices, and equipment.
• Demonstrated proficiency with Microsoft Office programs, particularly Word, Excel, and Outlook.
• Ability to plan, organize, train, and provide work direction to student assistants.
• Ability to work a flexible schedule, including occasional overtime, to support program needs. Vacation scheduling may be subject to operational requirements during peak or workload periods.
• Ability to sit and stand for extended periods, climb stairs, and carry up to 25 pounds.
• Ability to drive for program-related errands, including retrieving supplies and making necessary purchases, especially during the summer program.

Preferred Qualifications:

• Bilingual in Spanish or Hmong.
• Experience working in higher education, college access, TRIO, or another student support program.

COMPLIANCE REQUIREMENTS

• Satisfactory completion of a background check (including a criminal records check) is required for employment. Chico State Enterprises will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current Chico State Enterprises employee who was conditionally offered the position.
• Candidate must be in possession of valid driver's license and automobile liability insurance. Participation in the DMV Employer Pull Notice Program (driving record) is required. The candidate will be required to update their insurance with Chico State Enterprises Human Resources when necessary.

BENEFITS

• Benefits for employees working 30 hours or more per week include employer paid life insurance ($50,000) and long-term disability;
• options for health, dental, and vision insurance;
• FSA;
• paid holidays including 1 personal holiday;
• vacation accrual (initially 10 days/year);
• sick leave accrual (up to 12 days/year);
• employer contributions to a 403(b) retirement plan (up to 8%).

EQUAL OPPORTUNITY EMPLOYER

Consistent with California law and federal civil rights laws, Chico State Enterprises provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. It is Chico State Enterprises’ policy to hire only United States citizens and aliens lawfully authorized to workin the United States. All new employees must provide proof of identity and authorization to work.