Office Manager

PeopleAdmin, Inc.; Norfolk (VA); On-site; USD 45,000 - 60,000; Full time

Job summary

Old Dominion University is seeking an Office Manager to serve as the primary front desk operator and provide comprehensive administrative support to the Biology Department. The role includes triaging inquiries, managing travel budgets, overseeing gift accounts, and supervising wage/hourly staff to ensure smooth daily operations.

The position requires strong organizational, communication, and data-handling skills; familiarity with MS Office, Google Suite, and budgeting processes is preferred.

Qualifications

• Working knowledge of effective office management techniques.
• Customer service oriented with the ability to interact with administrators, faculty, staff, students, and the public to resolve administrative problems.
• Demonstrated ability to use Word, Excel, and PowerPoint to create business documents and to relay information and dates clearly and accurately.
• Some knowledge of basic accounting including balancing a budget, reconciling financial documents and reports.

Responsibilities

• Serves as the primary front desk operator, including answering questions and triaging walk-ins, calls and emails.
• Provides administrative support to the department faculty, staff, and students.
• Monitors all departmental travel budgets and departmental gift accounts.
• Leads and directs the main office wage/hourly and work study staff.

Skills

Office management

Communication

Customer service

Team collaboration

Data entry

Payroll onboarding

Purchasing

Budget tracking

Microsoft Office

Google Suite

Tools

MS Office Suite

Google Suite

Adobe Software

Qualtrics

Banner

eVA

PeopleAdmin

Job description

• Staff and Administrative & Professional Faculty Applicants:
• Contact Human Resources at:
  [phone]
  [e-mail]
• Teaching and Research Faculty Applicants:
• Contact Academic Affairs at:
  [e-mail]

Office Manager

Working Title

Working Title Office Manager

Position Number

Position Number 00499A

Department

Department BIOLOGY DEPT

Location

Location Norfolk, VA

Type of Position

Type of Position Classified

Type of Job

Type of Job Full Time

EEO Category

EEO Category F Administrative Support (Clerical & Sales)

Job Description

Serves as the primary front desk operator, including answering questions and triaging walk-ins, calls and emails. Provides administrative support to the department faculty, staff, and students. Also, provides program support to the Chair, Assistant Chair, Undergraduate Program Director. Monitors all departmental travel budgets and departmental gift accounts. Leads and directs the main office wage/hourly and work study staff.

Type of Recruitment

Knowledge, skills and abilities

Working knowledge of effective office management techniques. Working knowledge of effective communication techniques with a diverse public. Customer service oriented with the ability to interact and communicate effectively with administrators, faculty, staff, students, and public to resolve administrative problems. Considerable organizational and administrative written and verbal communication skills. Demonstrated ability to work collaboratively and in a team environment to achieve departmental goals. Ability to maintain operational integrity and confidentiality in support of the department records, files, and data. Demonstrated ability to work independently with minimal supervision. Demonstrated ability to use Word, Excel, and PowerPoint to create business documents and to relay information and dates clearly and accurately. Some knowledge of basic accounting including balancing a budget, reconciling financial documents and reports.

Special licenses, registration or certification

None

Education or training

None

Level and type of experience

Considerable administrative experience to include composing, formatting, and proofing correspondence: data entry; arranging travel; and maintaining a professional’s calendar. Some experience processing payroll or new employee onboarding. Some experience with purchasing. Some experience using productivity tools such as MS Office Suite, Google Suite, Adobe Software, Qualtrics. Some experience using enterprise software suites such as virtual meeting software. Some experience using PeopleAdmin, BANNER , eVA or some similar programs.

Additional Considerations (supplemental knowledge, skills, abilities, education, experience, licensure, certification)

Someexperience working in an academic department of a college or university preferred. Considerable experience using Banner and Leo Online applications. Some knowledge of university and state policies and procedures.

Conditions of Employment

This is not a remote position.

This is an open until filled recruitment. This recruitment may close after the five-day required posting period when a suitable pool of applicants has been generated.

Annual Salary/Hourly Rate

Annual Salary/Hourly Rate Salary commensurate with education and experience

Job Requisition Number

Job Requisition Number S02681

Job Open To

Job Open To General Public

Open Date

Open Date 07/15/2024

Close Date

Open Until Filled Yes

Special Instructions Summary

N/A

Criminal Background Check

Criminal Background Check The final candidate is required to complete a criminal history check.

College Home Page

Department Home Page

Equity Statement

It is the policy of Old Dominion University to provide equal employment, educational and social opportunities for all persons, without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), color, religion, sex or gender (including pregnancy, childbirth, or related medical conditions), national origin, gender identity or expression, age, veteran status, disability, political affiliation, sexual orientation or genetic information. Individuals from minoritized communities, women, veterans and individuals with disabilities are encouraged to apply.

Reasonable Accommodation Request

If you are an individual with a disability and require reasonable accommodation, please contact the Office of Institutional Equity & Diversity at [phone].

Alternative Hiring Process

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process.

To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services ( DARS ), or the Department for the Blind & Vision Impaired ( DBVI ). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter.

To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155.

Required Documents

• Resume
• Cover Letter/Letter of Application
• Contact Information for Professional References

Optional Documents

• Yellow Layoff Form
• Blue Layoff Card
• AHP Letter

If you have questions:

Staff and Administrative & Professional Faculty applicants, please contact the Department of Human Resources at [phone] or [e-mail] .

Teaching and Research Faculty applicants, please contact the Office of Academic Affairs at [e-mail] .