Office Manager, Housing Operations

Penn State University; Northern (KY); Hybrid; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Medical, dental, vision coverage

Paid time off

Job summary

Penn State University seeks an Office Manager in Housing Operations to serve as the first point of contact for students, guests, and families, and to manage the area office and support staff. This on-campus role includes payroll processing, benefits inquiries, file maintenance, meeting minutes, and calendar coordination.

The position requires a GED/HS and 2+ years of experience, strong MS Office skills, and a collaborative, service-oriented mindset.

Qualifications

• Excellent written and verbal communication skills.
• Ability to exercise good judgment with confidential information.
• Ability to manage multiple tasks and deadlines.
• Proficiency in Microsoft Office (O365) programs including Word, Excel and PowerPoint.

Responsibilities

• Process daily payroll and bi-weekly payroll reconciliation and submission.
• Assist employees with benefits, payroll, and time-off questions.
• Maintain employee and office files, create reports and forms.
• Attend meetings, take minutes, and participate in committees.
• Support management with projects, copying, spreadsheets, signage and requests.
• Schedule and maintain calendars, coordinate travel, and process reimbursements.
• Monitor budgets, maintain inventory, purchase supplies, and reconcile expenses.
• Handle maintenance requests and vendor communications as needed.
• Coordinate activities with Residence Life, Commons Desk and Food Services staff.
• Hire, train, and supervise student and temporary office workers.

Skills

Payroll processing

Written and verbal communication

Multitasking and time management

Team collaboration

Education

GED or High School Diploma

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Office 365

Job description

POSITION SPECIFICS

Housing Operations, a division of Auxiliary & Business Services, is excited to welcome candidates for the position of Office Manager. This position supports the vision and mission of the housing operations by serving as the first point of contact, in person, via phone, and email, for our students, guests, and families along with managing the area office and supporting operational staff; at least 5 staff and 50 technical service employees in a variety of housing options for over 4,000 students. As an incoming team member of Auxiliary and Business Services, it will be expected that all employees embody and model Penn State’s and Finance and Business’ Values to deliver an exceptional on-campus experience for our students, families, and guests.

The successful candidate will be responsible for the following:

• Process daily payroll, reconciling and authorizing bi-weekly payroll, ensuring accuracy, and submitting to supervisor.
• Assist employees with various questions regarding benefits, payroll, and time off.
• Maintaining employee and office files, creating reports and forms.
• Attend meetings, take minutes, and participate in committees.
• Support Associate Director and management teams with projects, copying, spreadsheets, signage and other requests.
• Schedule and maintain a calendar of appointments, meetings, coordinate travel arrangements, make reservations, and process reimbursements.
• Monitor budgets, maintain inventory, purchase supplies, process purchase orders, and reconcile credit card purchases.
• Call-in, report, and enter work requests for maintenance issues to OPP, access control, pest control, laundry equipment.
• Maintain key inventory and conduct regular key audit.
• Manage door access scheduling and maintenance using an electronic card access system.
• Answer phones and resolve or refer student and parent questions and issues.
• Communicate with other departments, students, and parents either in-person or through email and telephone.
• Assist students, parents, vendors and maintenance personnel who come into the office.
• Communicate and coordinate activities and information with area Residence Life, Commons Desk and Food Services staff.
• Hire, train, and supervise student and temporary office workers.

Education and experience

It is essential that the candidate have excellent written and verbal communication skills, the ability to use good judgment when dealing with sensitive and confidential information, be able to manage multiple tasks and deadlines, and demonstrate a genuine appreciation working with diverse audiences in a team environment. The successful candidate must have excellent skills utilizing Microsoft Office (O365) programs such as Word, Excel and PowerPoint. This position is an on-campus, non-telecommuting/remote position.

More about Auxiliary & Business Services

Auxiliary & Business Services is an umbrella organization for thirteen non-academic support units including Housing & Food Services (HFS), Culinary Support Services, HFS Purchasing, Bryce Jordan Center, General Stores, Hospitality Services, Lion Surplus, id+ office, Multimedia Print Center, Transportation Services, Accounting and Business Operations, Information Technology, and Marketing. A&BS is one of the largest units of Penn State Finance & Business. From the dining commons to the airport, fleet, and a 16,000-seat arena that hosts sports, music, and entertainment events, A&BS provides essential services to students, faculty, staff, and the public. Finance and Business is a value-driven organization that supports thousands of university faculty, staff, and students, while also providing services to the broader community and society. Auxiliary and Business Services is part of the Finance and Business team and has a vision of being a progressive, creative, innovative, and caring organization that provides the highest quality services, leadership, and expertise valued by our customers, our staff, and the communities we serve. Our values model those of Penn State and we are especially committed to our goal of effectively managing and developing human resources within Auxiliary and Business Services while providing optimum personal satisfaction and professional growth in a diverse, enriching, challenging, and stimulating environment.

Minimum Education, Work Experience & Required Certifications

General Equivalency Diploma (GED) or High School (HS)

2+ years of relevant experience

• Required Certifications:
• None

Background Checks/Clearances

Employment with the University will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

Salary & Benefits

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00. Salary Structure - Information on Penn State's salary structure.

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

Campus Security Crime Statistics

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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Penn State Values and culture

There’s a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom – it’s the positive impact made on communities across the world. Our ideals stem from our origins as Pennsylvania’s sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters – more than half a million strong – driven by that same spirit to serve our local and global communities. At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement. Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State. Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community. We Are Penn State. One Community. Impacting Many.