Office Manager (A)

MedStar Health; Winston-Salem (NC); On-site; USD 36,000 - 40,000; Full time

Job summary

Join a leading healthcare institution as an Office Manager, providing high-level administrative support within the Admissions team. This role involves liaising with various stakeholders, handling communications, and managing events and budgets to ensure a smooth operational environment for the Vice Provost for Enrollment Management. Ideal candidates will have strong interpersonal skills, experience in office management, and a customer-first philosophy to support the team effectively.

Qualifications

• Graduation from high school or equivalent; some experience in administrative roles preferred.
• Experience with records management and event coordination.
• Bilingual in Spanish desirable.

Responsibilities

• Provide administrative support to senior leadership, managing calendars and meetings.
• Oversee recruitment travel arrangements and support onboarding new employees.
• Coordinate event planning and logistics for the Office of Admissions.

Skills

Customer Service

Interpersonal Skills

Problem Solving

Time Management

Communication Skills

Budget Management

Education

High School Graduation or Equivalent

Associate's Degree in Business Administration or Accounting

Job description

Office Manager (A)

Please see Special Instructions for more details.

The University of North Carolina School of the Arts is an equal opportunity employer and all qualified applicants are welcome to apply without regard to age, color, disability, gender, gender identity, gender expression, genetic information, national origin, race, religion, sex, sexual orientation, national guard, or veteran status. The application must be completed in full detail (including work history) for your qualifications to be considered. Failure to complete the application process as required by state regulations will result in your application being rejected for the vacancy and you will not be considered for the position. The UNCSA participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. Final candidates are subject to criminal background checks.

EEO Contact Information
Applicants needing assistance with the application process are asked to contact: [e-mail]

Posting Details

Position Information

The Office of Admissions is responsible for identifying, cultivating and recruiting applicants for UNCSA. Admissions serves as the first point of contact for prospective students and families. Employees in the Office of Admissions respond to requests for information about programs of study, conduct campus tours, coordinate and arrange group tours, organize and host Fall and Spring Preview Day events. The department will process all applications for admission and all required materials within a CRM system (Slate). The Office of Admissions works with each conservatory to coordinate, organize and manage auditions and interviews. Admissions will communicate deadlines, application requirements, event dates, tour information and answer various questions from prospective students, applicants and families via phone, email, letter or in person. In addition to working collaboratively with the five arts conservatories that comprise UNCSA, the Office works closely with the Office of the Registrar, Financial Aid, Academic and Student Affairs, and other areas on campus.

Repost: Previous applicants need not apply you are still under consideration.
Positions in this banded class are characterized by their performance of a variety of administrative, secretarial, and office support duties. Positions require knowledge of the office or work unit policies and procedures in order to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information, greeting/referring/assisting visitors/clients/staff/others, mail distribution, and photocopying. The completion of work often involves a public contact role to obtain, clarify, or provide information regarding activities of the work unit or program. Positions may serve as the primary staff assistant to a department or program manager.

Monday - Friday
8:00 am - 5:00 pm, occasional evenings and weekends

Classification Title	Administrative Support Associate
Working Title	Office Manager (A)
Position Type	SHRA Non-Exempt
Position Number	005302
Full/Part Time	Full-time
School/Department Information
Primary Description of Work
Work Schedule and hours
Description of Responsibilities and Duties	The Office Manager is a member of the Admissions team responsible for performing high level administrative duties, working closely with a wide range of constituencies both internal and external in the professional support of the Vice Provost for Enrollment Management and the Office of Admissions. Responsibilities include: Provide administrative support to senior leadership by handling a variety of tasks such as fielding phone calls; managing calendars; scheduling and organizing meetings; preparing agendas; and keeping meeting minutes. Provide recruitment travel support by securing registration for college fair/school visits; reviewing travel authorizations for accuracy; and reviewing and submitting travel reimbursement forms. Provide general customer service support by greeting visitors; answering the main Admission's phone line and managing voicemails. Oversee Student Ambassadors and Federal Work Study students. Assist with new employee onboarding and gather and complete paperwork for temporary workers. Order office supplies and equipment. Cover Welcome Center front desk, as needed. Serve as Building Access Coordinator (BAC). Responsible for making purchases, reconciling budgets, arranging travel, creating and tracking reimbursements, overseeing the budget and maintaining financial records Work with Admission's leadership to process the new fiscal year's budget request. Monitor the Admission's budget expenditures and make transfers as needed. Process direct pay requests, purchase orders or purchase card (P-card) transactions for all purchases, reimbursements, registrations/membership fees, etc. Contact various vendors for pricing, ordering and/or setup in Banner. Complete travel card (T-card) reconciliation packets. Manage Student Ambassador and Federal Work Study student timesheets adhering to payroll guidelines and timelines. Assist with event planning and coordination. Secure venues and spaces; arrange transportation; work with Campus Police to secure parking and building access. Identify vendors to provide catering and entertainment in accordance with procurement policies and procedures. Work with Strategic Communications to develop event communications and advertisements. Serve as point of contact on event day to address logistical questions and issues. Assist with uploading materials to Slate during peak times. Run simple queries to identify and correct data integrity issues. Manage the consolidation of duplicate records and applications in Slate. Manage physical and electronic Admission's records in accordance with the University General Records Retention and Disposition Schedule. Establish and maintain a system to easily track records through the retention cycle. Transfer Slate application packets to the electronic student records repository, Laserfiche. Coordinate destruction of records with the Registrar's Office. Organize and maintain shared filing system (One Drive/Sharepoint). Update/delete Admission's movable equipment in the Asset Inventory Management System. Update staff electronic equipment via the Off-Campus Equipment Report Form. Surplus Property forms for any old, outdated or no longer used items.
Minimum Qualifications	Graduation from high school; or an equivalent combination of education and experience. If no applicants apply who meet the required competency level and training and experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Preferred Qualifications	Associate's degree in business administration or accounting, or equivalent experience. Some experience working as an administrative assistant in a higher education environment. Some event management experience. Some records management experience. Previous use of Banner, Slate, or similar systems. Some experience auditing and reconciling data. Experience with ChromeRiver is a plus. Bilingual in Spanish desirable.
Terms of Employment	S1 12 month
Knowledge, Skills and Abilities	Ability to work effectively with all levels of university staff, as well as students and external constituencies to maintain ongoing relationships with diverse groups. Strong interpersonal and customer service skills and the ability to interact effectively as a member of a team. Excellent computer skills including but not limited to database management and demonstrated proficiency in Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook). Possesses strong verbal and written communication skills. Possesses excellent problem solving and decision-making skills. Capacity to maintain confidential and precise records. Ability to take directions from multiple stakeholders. Ability to work independently. Demonstrated ability to effectively oversee office operations including creating and modifying processes and coordinating events. Effective time management and organizational skills to effectively manage multiple tasks and priorities with careful attention to detail. Demonstrated knowledge of basic accounting principles and the ability to manage budgets and other financial records. Demonstrated experience working in a fast-paced environment. Valid driver's license and ability to operate a motor vehicle. Ability to work occasional evenings and weekends.
Special Conditions for Eligibility

Functional Competencies

Program knowledge includes acceptable interpretations, applications, and allowable exceptions of written policies and procedures Requires knowledge of organizational structure, functions, and services, programs, office procedures and practices.

Functional Competency	Knowledge-Program
Competency Description
Competency Level	Advanced

Performs research, data collection and analysis of information, and report writing. Utilizes, reconciles, and manipulates data from different internal and external software systems. Applies an in-depth knowledge of a variety of complex processes and procedures.

Functional Competency	Information/Records Administration
Competency Description
Competency Level	Advanced

Integrates varying software applications and systems for information and records purposes.

Functional Competency	Office Technolgy
Competency Description
Competency Level	Advanced

Independently resolves and/or develops recommendations for unprecedented issues and problems. Problem resolution requires some interpretation of policy and procedures. Serves as a resource for others in resolving unprecedented, nonstandard issues and problems. Assumes responsibilities for and manages the results of decisions. Coordinates and facilitates solutions with other work units.

Functional Competency	Problem Solving
Competency Description
Competency Level	Advanced

Interprets guidelines, answers inquiries and advises others regarding processes, services, and operations as applied to non-standard situations. Communicates expectations to other employees, which may include formal/informal training.

Functional Competency	Communication Verbal
Competency Description
Competency Level	Advanced

Independently compiles, analyzes, assimilates, and composes information into varied or non-standard formats with responsibility for content review, accuracy, quality, and timelines, requiring in-depth program knowledge and interpretation.

Functional Competency	Communication Written
Competency Description
Competency Level	Advanced

Posting Detail Information

Posting Number	AS607P
Open Date	06/24/2025
Close Date	07/01/2025
Open Until Filled	No
Salary Range
Recruitment Range, if applicable	$36,850 - $40,000 (NC03)
Special Instructions to Applicants	The University of North Carolina School of the Arts is an equal opportunity employer and all qualified applicants are welcome to apply without regard to age, color, disability, gender, gender identity, gender expression, genetic information, national origin, race, religion, sex, sexual orientation, national guard, or veteran status. The application must be completed in full detail (including work history) for your qualifications to be considered. Failure to complete the application process as required by state regulations will result in your application being rejected for the vacancy and you will not be considered for the position. The UNCSA participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. Final candidates are subject to criminal background checks. EEO Contact Information Applicants needing assistance with the application process are asked to contact: [e-mail]

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. 
   What is your customer service philosophy?
   

   (Open Ended Question)

   
   


2. 
   Describe how you are able to prioritize getting tasks done in an environment where you may have interruptions for service interactions.
   

   (Open Ended Question)

   
   


3. 
   How did you learn about this employment opportunity?
   
   
   
   • UNCSA Website
   
   
   • Agency Referral
   
   
   • Print Advertisement (Newspaper / Periodical)
   
   
   • Social Media (LinkedIn, Twitter, Facebook, Other)
   
   
   • Online Job Board
   
   
   • Other
   
   
   
   

Documents Needed To Apply

Required Documents

1. Resume


2. Cover Letter


3. List of References

Optional Documents

1. Transcripts