Office Manager, Filene Center for Academic Success

Wheaton College; Norton (MA); On-site; USD 30,000 - 33,000; Full time

Job summary

Wheaton College seeks an Office Manager for the Filene Center for Academic Success. The role supports Student Success Advising, Learning Supports, and Accessibility Services, handling confidential student records and front-line operations in Kollett Hall.

Reports to the Dean of Advising in Academic Affairs and serves as secretary to the CAS, managing agendas, petitions, and cross-office coordination, while supervising front desk staff and overseeing event logistics and purchases.

Qualifications

• High school diploma required with 3–5 years of relevant experience.
• Bachelor’s degree preferred.
• Proven professionalism and ability to handle confidential student records.

Responsibilities

• Greet and direct students, families, faculty, staff and visitors in Kollett Hall.
• Assist students in navigating the Center’s offices and coordinate inter-department communications.
• Manage Filene Center email inboxes and main phone line, handling confidential inquiries.
• Act as secretary for the Committee on Academic Standing (CAS) and manage agendas and workflows.
• Coordinate event logistics and volunteer staffing for Center programs and activities.
• Recruit, hire, train, and supervise front desk student workers; approve payroll/timesheets.
• Process purchasing paperwork, vendor communications, and P-card tracking.

Skills

Professionalism

Independent judgment

Discretion

Organizational skills

Communication

Education

High School diploma

Bachelor's Degree

Tools

Banner/BDMS

Starfish

Website content editing

Google Workspace

Adobe Acrobat

Microsoft Office Suite

Job description

Office Manager, Filene Center for Academic Success

Reporting to the Dean of Advising in Academic Affairs, maintains the efficient day-to-day operations of the Filene Center for Academic Success (located in DC/Kollett Hall), which includes Student Success Advising, Learning Supports, and Accessibility Services. The Office Manager maintains confidential student records and helps students navigate the Center's offices, managing communications, inter-office connections, and process workflows.

This role requires sustained, independent responsibility for confidential student-related records across multiple academic support offices, primary administrative support to a standing College committee, and building-wide front-line judgment and discretion.

Essential Duties and Responsibilities

• Serves as the welcoming front reception point person for Kollett Hall, greeting and directing students, families, faculty, staff, and visitors — including those seeking the Life & Career Design Institute (LCDI), also housed in the building — to the correct person or resource.
• Helps students navigate the Center's offices, managing dependencies and relationships among them, including reporting and faculty/staff inter-departmental communications.
• Manages the Filene Center's email inboxes and main phone line, independently responding to inquiries that involve confidential and sensitive academic matters and making appropriate referrals.
• Serves as secretary of the Committee on Academic Standing (CAS), which meets weekly during the academic year: compiles agendas, manages petition intake and workflows, coordinates across offices, maintains records, and communicates decisions to students, faculty, and the Registrar's Office.
• Coordinates logistics for Filene Center academic events and programs, including room bookings, coordinating volunteers, advertising, and production/collation of materials.
• Recruits, hires, trains, schedules, and supervises the Center's front desk student workers, including approval of payroll and timesheets.
• Processes departmental purchasing paperwork, vendor communication, and P-card tracking and reconciliation.

Minimum Qualifications

• High School diploma and 3-5 years of experience or an equivalent combination of education and experience is required
• A high level of professionalism, independent judgment, organizational skills, and discretion is required, as this position routinely handles confidential matters involving academic performance, disability/accommodation-related coordination support, and petitions.
• Proficiency with operational tools including website content editing, Banner/BDMS student record updates, Starfish Student Success System (or similar advising system), calendar management, social media content development, and routine use of Google Workspace, Adobe Acrobat, and Microsoft Office Suite.

Preferred Qualifications

• Bachelor's Degree

Compensation and Benefits

To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

The anticipated hiring or recruitment range for this position is $22-$24/hr. The actual hourly rate offered will be commensurate with the qualifications, education and experience of the candidate hired.

ADA Statement

Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement

Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups. Wheaton's core belief is that valuing diversity is pivotal to personal development, intellectual expansion, and societal equity. Our community is united by a shared dedication to equity and access that is essential to providing a transformative education in the Liberal Arts and Sciences.