Office Manager, Housing Operations

Penn State University; University Park (TX); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Comprehensive benefits package

Job summary

Penn State University is seeking an Office Manager for Housing Operations to be the first point of contact for students, guests, and families, while supporting a team of 5 staff and 50 technical personnel across housing options for 4,000+ students.

The role requires strong written and verbal communication, discretion with sensitive information, and proficiency in Office 365 (Word, Excel, PowerPoint). A GED/HS diploma with 2+ years of relevant experience is expected.

Qualifications

• Excellent written and verbal communication skills.
• Ability to use good judgment with confidential information.
• Ability to manage multiple tasks and meet deadlines.
• Ability to work with diverse audiences in a team environment.
• Proficiency with Microsoft Office (O365) programs: Word, Excel, PowerPoint.

Responsibilities

• Process daily payroll, reconcile bi-weekly payroll, and submit to supervisor. Assist employees with benefits, payroll, and time off.
• Attend meetings, take minutes, supportDirector/management with projects and requests.
• Schedule calendar of appointments, meetings; coordinate travel arrangements and reimbursements.
• Monitor budgets, maintain inventory, purchase supplies, process purchase orders, reconcile credit card purchases.
• Handle maintenance work requests and coordinate with OPP, access control, pest control, and laundry equipment.
• Maintain key inventory and conduct regular key audits; manage door access scheduling.
• Answer phones and resolve student/parent questions; communicate with students, parents, vendors, and staff.

Skills

Communication

Multitasking

Microsoft Office

Teamwork

Education

GED or HS Diploma

Tools

Office 365

Word

Excel

PowerPoint

Job description

POSITION SPECIFICS

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

Housing Operations

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.

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

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.