Office Manager - 135348

Under the supervision of the Director of OASIS, with a dotted line to the Director of the Chancellor's Associates Scholars Program (CASP), the Office Manager provides comprehensive administrative and programmatic support across both departments. This position ensures seamless coordination of calendars, meetings, events, travel, and sensitive matters related to the Directors' responsibilities.

The Office Manager oversees daily office operations for both CASP and OASIS, including facilities, IT support, purchasing, and front desk management. They recruit, train, and supervise student staff across both units, ensuring effective scheduling, guidance, and support. Fiscal responsibilities include managing supply and equipment requisitions, tracking budgets, and coordinating reimbursements in collaboration with Student Affairs and Campus Life Resource Management.

This role is integral to maintaining efficient and compliant administrative processes. The Office Manager organizes and maintains filing systems (physical and digital), prepares meeting agendas and minutes, and supports the consistent application of departmental policies and procedures.

The Office Manager also contributes to the development of communication and outreach strategies for both programs. This includes managing website and social media content, designing marketing materials, and supporting digital systems that serve students and staff. The individual will play a key role in special projects, assessment efforts, and program coordination. The Office Manager represents both CASP and OASIS at campus events, serving as a key liaison for students, staff, and the public.

~A cover letter is required as part of this application Applications without cover letter will not be considered.

• Demonstrated administrative and office management skills. Experience observing and evaluating systems/processes, including the ability to identify the cause and outcome of a problem; the ability to investigate and then identify the key causes, and pose possible solutions, while soliciting input from others and from supervisor.

• Skill in leading, motivating, training and providing work direction to student employees with ability to evaluate workload and resources to plan and organize day-to-day activities through delegation. Demonstrated ability to hire, train, supervise, and schedule work of student front office assistants.

• Strong experience in business application software including: MS Word, Outlook, Access, Excel, PowerPoint, web-based programs, browsers, electronic mail, databases, and computerized scheduling and reservation system (calendar and meeting matrix).

• Knowledge of standard office operations from ordering and maintaining supply inventory to understanding program budgets and general accounting practices, sufficient to monitor and adhere to policy on travel, reimbursement, purchasing, etc and experience explaining organizational guidelines to those submitting requests for purchasing and reimbursement.

• Experience with event planning to support Director and others with conferences, workshops, lectures, job fairs, study jams etc. Project management skills to ensure coordinated effort and communication of self and others to ensure effective event implementation and delivery.

• Extremely strong organizational skills with demonstrated experience in setting priorities, accomplishing multiple tasks simultaneously, producing timely results, and meeting deadlines, in a varied demand work environment while maintaining an extremely high level of attention to detail and accuracy.

• Experience working efficiently in a busy, service-oriented office atmosphere with frequent interruptions, varied work assignments, and fluctuating priorities. Demonstrated skill in customer service practices to include assessing, understanding, exceeding customer needs and making relevant referrals to other departments, programs, and/or services.

• Demonstrated ability to interpret, implement, and communicate administrative policies and procedures.

• Ability to accurately and rapidly review and process a large volume of materials dealing with a broad spectrum of issues with proven skill in researching, compiling, organizing, interpreting and selecting data and materials from various sources to effectively prepare reports or share information.

• Demonstrated ability using spreadsheets and database applications to create, modify reports, charts and grids. Ability to compile data and analyze data/evaluations to recommend and implement per programmatic/operational need.

• Proven ability to work independently and effectively with minimal supervision; make decisions; accurately anticipate administrative needs; take initiative; learn quickly; demonstrate flexibility; and maintain professional composure while working under pressure of frequent interruptions and changing priorities.

• Demonstrated superb interpersonal and communication skills to successfully interact with a variety of people, including staff, students, academics, high-level executives, civic leaders and members of the community from diverse cultures and backgrounds.

• Extremely strong teamwork, collaboration, and cooperation skills with demonstrated ability to successfully resolve conflicts in a professional manner. Ability to work well as a team member and foster and maintain cooperative working relationships, remaining attentive to ideas, recognizing responsibilities, and actively participating with others to accomplish assignments and achieve goals.

• Strong customer service and interpersonal skills (verbal and written). Ability to communicate and interact effectively with faculty, staff, graduate students, visitors and the general public using diplomacy, tact and flexibility in a variety of circumstances. Experience focusing on goals to be achieved rather than focusing only on activity.

• Excellent written communication skills with demonstrated ability to effectively compose, edit, and proofread letters, memoranda, agendas, and summary reports with clear and concise expression, proper grammar, style, format, and punctuation.

• Skill to develop, implement and maintain computerized and paper recordkeeping and filing systems that allow for easy retrieval of information by self and others.

• A cover letter is required as part of this application Applications without cover letter will not be considered.

• Job offer is contingent on clearing a background check.

• Must be able to work occasional evenings and weekends as needed to support programs and events.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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