Office Manager, Residence Life

Penn State University; State College (Centre County); On-site; USD 45,000 - 65,000; Full time

Job summary

Penn State University in University Park seeks an Office Manager to provide administrative support to the Associate Director, oversee daily office operations, supervise staff, manage room reservations, and assist with budget administration for a residential area housing up to 7,500 students.

The role emphasizes confidentiality, strong organizational and customer service skills, and the ability to work with diverse students and staff.

Qualifications

• Associate degree required; 4+ years of relevant experience or equivalent.
• No specific certifications required.

Responsibilities

• Create and disseminate calendars and rosters.
• Serve as primary receptionist: answer calls, greet visitors, manage mail, schedule appointments, route to staff.
• Process room reservation requests.
• Supervise, train and evaluate office staff and student workers.
• Oversee budget components, including purchasing reconciliation and paperwork organization.
• Maintain student files and records.
• Assist with Summer School projects.
• Provide reports and balance sheets to supervisor.
• Apply cultural competence to interact effectively with diverse students and staff.

Skills

Organizational skills

Multitasking

Interpersonal skills

Customer service

Communication skills

Confidentiality

Education

Associate Degree

Tools

Microsoft Office

Computer software

Job description

POSITION SPECIFICS

The Residence Life Office is seeking a dynamic, energetic individual to join its team. The Residence Life Office is committed to the development of a living-learning community that fosters academic, social, cultural, and personal growth. We strive to enable residents to develop respect and responsibility for themselves and their communities. The Office Manager is a vital part of the team in helping to continue the vision and mission of the department. This position is responsible for providing administrative support for the Associate Director, Assistant Directors, and Coordinators of a residential area housing up to 7,500 students. The Office Manager oversees daily office operations, supervises support staff and student employees, manages administrative processes, coordinates room reservations, supports student conduct operations, and assists with budget administration.

RESPONSIBILITIES

• Create and disseminate calendars and/or rosters as needed.
• Serve as primary receptionist, which includes answering telephones, greeting visitors, taking messages, opening, sorting, and distributing mail, scheduling appointments, and connecting students to appropriate staff and resources.
• Make appropriate referrals to other offices.
• Process room reservation requests.
• Assist in maintaining area leadership staff calendars.
• Assist in maintaining student files and records.
• Supervise, train, and evaluate office administrative support assistant.
• Select, supervise, train, evaluate, and determine work schedule for student workers in the office.
• Oversee the administrative components of the area’s budget, including but not limited to purchasing reconciliation, form distribution, and paperwork organization.
• Apply cultural competence to foster effective relationships with diverse students and staff.
• Contribute toward a culture of continuous improvement by engaging in assessment and evaluation efforts.
• Provide reports and balance sheets to the supervisor.
• Maintain office equipment and supplies, including supply tracking and ordering.
• Assist with Summer School and summer projects.
• Other duties as assigned.

QUALIFICATIONS

• Microsoft Office software experience preferred.
• Experience with computer software required.
• Excellent organizational skills with the ability to manage multiple priorities.
• Strong interpersonal skills and the ability to interact effectively with students, staff, faculty, and other departments.
• Demonstrated customer service and communication skills.
• Ability to maintain confidentiality and manage sensitive information.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted. Required Certifications: None

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $44,628.00 - $64,668.00. 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. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

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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OUR VALUES

Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community.

We Are Penn State. One Community. Impacting Many.

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.