Office Manager - Financial Aid

Dillard University; New Orleans (LA); On-site; USD 40,000 - 55,000; Full time

Job summary

Dillard University in New Orleans seeks an Office Manager for the Financial Aid and Scholarships Office. You will provide confidential administrative and clerical support, greet visitors, handle inquiries, and maintain documentation.

The role reports to the Director of Financial Aid and supports staff and students to ensure timely service delivery. Responsibilities include scheduling meetings, managing mail and files, coordinating events, budgeting for supplies, and overseeing office

Qualifications

• Proficiency in Microsoft Office Suite (Word, Outlook, Excel)
• Proficiency with Google Drive and Google files
• Proficiency with Adobe Sign and PDFs
• Proficiency with social media, Twitter, in particular
• Demonstrated ability to exercise good judgment and discretion in handling sensitive and confidential information
• Excellent communication and interpersonal skills

Responsibilities

• Act as Financial Aid & Scholarships ombudsman by greeting visitors and directing visitors to appropriate area or person
• Screen incoming calls and respond independently when appropriate for the Office
• Provide administrative support to the Office of Financial Aid
• Read, date stamp, and route incoming mail; locate and attach appropriate file to correspondence
• Route all documents in Adobe for Office
• Schedule Zoom or in-person monthly meetings via email to office
• Maintain and file documents and records for the Office
• Organize and maintain a filing system of documents and records for the office
• Compose, handle, and make copies of correspondence and routine materials
• Schedule meetings and arrange conference calls
• Maintain faculty and adjunct classroom schedules
• Order and maintain supplies and arrange for equipment maintenance
• Organize graduation and award ceremony events for department
• Manage Financial Aid's Google Drive files and folders
• Manage Financial Aid's email account and social media accounts

Skills

Microsoft Office

Google Drive

Adobe Sign

Twitter (social media)

Education

Bachelor's degree

Tools

Microsoft Word

Outlook

Excel

Job description

Classification: Office Manager Financial Aid and Scholarships Department: Financial Aid and Scholarships Division: Business & Finance

Position Overview

The office manager is responsible for providing administrative and clerical support. The office manager role requires a high level of confidentiality and professional conduct. The position also requires tact, prompt responses to constituent calls and email, and protocol. Under the supervision of the Director of Financial Aid with an understanding of the university, including its priorities and expectations, the office manager is responsible for managing the administrative functions of the financial aid office, supporting staff and students, maintaining accurate documentation, and promoting timely and effective service delivery.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities of this position include the following and other duties may be assigned:

• Act as the Financial Aid & Scholarships ombudsman by greeting visitors and answering phone calls. Direct visitors and callers to appropriate area or person.
• Screen incoming calls, and respond independently when appropriate for the Office.
• Provide administrative support to the Office of Financial Aid.
• Read, date stamp, and route incoming mail and locate, and attach appropriate file to correspondence to be answered. Prepare outgoing mail and correspondence, including email and faxes. Retrieve mail from post office twice weekly and issue to faculty.
• Route all documents in Adobe for Office.
• Schedule Zoom or in person monthly meetings via email to office.
• Maintain and file documents and records for the Office.
• Organize and maintain a filing system of documents and records for the office and file correspondence and other records.
• Compose, handle, and make copies of correspondence or other printed materials and type routine correspondence.
• Schedule meetings and arrange conference calls.
• Maintain faculty and adjuncts classroom schedules and times.
• Order and maintain supplies and arrange for equipment maintenance.
• Order office supplies and maintain office budget for fiscal year.
• Organize graduation and award ceremony celebration events for department.
• Schedule Facilities, IT, Pest control and US Copy for maintenance of equipment.
• Manage the Financial Aid's Google Drive files and folders.
• Manage the Financial Aid's email account.
• Manage the Financial Aid's social media accounts.

SUPERVISORY RESPONSIBILITIES

Work study students as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and other MS functions.
• Proficiency with Google Drive and Google files.
• Proficiency with Adobe Sign and PDFs.
• Proficiency with social media, Twitter, in particular.
• Demonstrated ability to exercise good judgment and discretion in handling sensitive and confidential information.
• Excellence communication and interpersonal skills to effectively deal with diverse groups and individuals at various levels within the organization and the public.

EDUCATION and/or EXPERIENCE

A bachelor's degree (B.A. or B.S.) from four-year college or university required. At least 1-2 years of previous experience as an administrative assistant or similar position is required. Previous experience working in a higher education or secondary education office environment preferred. Familiarity with higher education structures, governance practices, and budgeting processes acceptable.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Ability to write routine reports and correspondence. Ability to speak effectively.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

SPECIAL REQUIREMENTS

Employee must maintain confidentiality in all work performed. Must be flexible in work schedule. Must be willing on infrequent occasions to work evenings or weekends for special events, report preparation or proposal deadlines. Note: This position will require lifting and moving boxes, files, and other office materials; must be able to lift/move boxes and files weighing a maximum of 25 pounds.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.