Office Manager

EQUAL OPPORTUNITY: Brenau University is an equal opportunity employer and educator. The university does not discriminate on the basis of race, color, sex, sexual orientation, pregnancy, national or ethnic origin, age, religion, creed, disability, marital status, veteran status, citizenship, genetic information, or any other category protected by applicable federal or state laws in its employment practices or educational programs.

HIRING PROCESS: All submitted application materials are forwarded to the appropriate department for review. Hiring recommendations are made at the departmental level.

DRUG-FREE WORKPLACE: Brenau University is a drug-free workplace as certified by the Georgia Workers Compensation Board. 

ELIGIBILITY: Successful applicants must be eligible to work in the United States on or before the confirmed start date. This includes being a U.S. citizen, a lawful permanent resident, or a foreign national with work authorization that doesn't require employer sponsorship. Individuals must maintain this eligibility throughout employment.

Position Summary:

The Brenau School of Occupational Therapy Office Manager is responsible for serving as a primary point of contact and liaison between the SOT faculty, students, and external constituencies on a range of day-to-day issues, including assisting faculty with class meetings including technology and supplies, and coordinating and overseeing the management of supplies, equipment, and facilities for the programs--to include purchase orders. maintenance, inventory management, and related activities—in a cost effective manner. Additional responsibilities include scheduling and coordinating dates, times, venues, attendance, agendas, food, and facility resources, gathering, entering, and/or updating data to maintain SOT records and databases, as appropriate; establishing and maintaining electronic files and records for the programs, and assisting SOT Leadership in activities associated with program accreditation including payment of fees, faculty credentialing, annual reports, and site visits. 

Minimum Qualifications:

• A bachelor's degree awarded by an institution that is accredited by a USDE-recognized regional accrediting body.
• Intermediate to advanced proficiency in MS Office applications.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Experience with records maintenance and database management skills.
• Ability to create, compose, and edit written materials.
• Ability to coordinate and organize meetings and/or special events.
• Knowledge of academic administrative principles and procedures preferred.

Job Duties & Responsibilities:

SOT CAMPUS SUPPORT:

• Serves as a primary point of contact and liaison between the SOT faculty, students, and external constituencies on a range of day-to-day issues.
• Screens and handles telephone communications.
• Greets and directs visitors.
• Obtains, screens, and distributes mail and packages.
• Interacts with other departments on campus including the Ivester College of Health Sciences (ICHS) staff.
• Assist faculty with class meetings including technology and supplies. 
• Coordinates and oversees the management of supplies, equipment, and facilities for the programs--to include purchase orders. maintenance, inventory management, and related activities—in a cost effective manner.
• Enhances professional growth and development through participation in educational programs, in-service meetings, and workshops . 

ADMINISTRATIVE SUPPORT:

In collaboration with the other SOT support staff:

• Maintains the SOT calendars.
• Organizes and facilitates meetings and special events within the respective budget. 
• Schedules and coordinates dates, times, venues, attendance, agendas, food, and facility resources. 
• Record and stores meeting minutes and provides support and follow-up on matters arising from meetings. 
• Composes and prepares written correspondence for SOT programs. 
• Assists SOT faculty in arranging continuing education and/or travel arrangements including the completion and submission of the respective documentation. 
• Gathers, enters, and/or updates data to maintain SOT records and databases, as appropriate; establishes and maintains electronic files and records for the programs. 
• Assists SOT Leadership in activities associated with program accreditation including payment of fees, faculty credentialing, annual reports, and site visits. 
• Assume other duties within the SOT when needed and feasible.

STUDENT SUPPORT: 

• Assists in SOT Admissions including application screens, interviews, course registration, and orientation. 
• Develops semester course registration email and disseminates approved communication to students. 
• Maintains and regularly updates the SOT student textbook list and coordinates with the University bookstore. 
• Develops semester class schedules in collaboration with the SOT Leadership and faculty across programs and communicates final schedules with students. 
• Leads and guides the work of student employees, as appropriate.

Supervisory Responsibilities:

No supervisory responsibilities required. 

Work Hours:

Full-time. 37.5 hours per week. Generally, Monday-Friday from 8:30 a.m.- 5:00 p.m. Hours may be extended to meet the needs of the department. Nights/weekends as needed. 

Appointment Length:

12 months, continuous 

Environmental and Working Conditions/ Physical Demands and Aptitudes:

Mostly Sedentary work. Work is performed in an office environment and requires the ability to operate standard office equipment related to teaching. Prolonged periods sitting and standing. worker is required to have close visual acuity to grade papers, viewing a computer terminal; extensive reading. Must have the ability to travel short distances, and/or drive a vehicle to deliver and pick up materials. Exerting up to 15 pounds of force to lift, carry, push, pull or otherwise move objects. Some repetitive motion.

Title IX Implications:

Responsible employee
Any employee who is not a confidential employee. Brenau University requires that all Responsible Employees MUST report any possible sexual harassment or discrimination based on sex to the Title IX Coordinator when the employee has information about conduct that reasonably may constitute sex discrimination or sex-based harassment under Title IX or this part. Employees are encouraged to report these concerns in writing via email. When an employee or a student (or a person who has a legal right to act on behalf of a student) informs any employee (including both Responsible and Confidential employees) of the employee’s or student’s pregnancy or related conditions, that employee must promptly provide that person with the Title IX Coordinator’s contact information and inform that person that the Title IX Coordinator can coordinate specific actions to prevent sex discrimination and ensure the employee’s or student’s equal access to the Recipient’s education program or activity.

Payroll Status: 

Hourly, Non-Exempt (paid bi-weekly)

Campus Designation:

This is an on-site position based at the Brenau East Campus located in Gainesville, Georgia.

Remote Work Available: 

No

Travel Requirements:  

Minimal local travel and operation of a university vehicle and/or one’s own vehicle required. Must be at least 21 years of age, possess a valid Georgia driver’s license, and good driving record. Commuting between campuses as needed. Travel to the Gainesville Post Office and Historic Campus.

Benefits:

Dependent upon employment status, years of service and worker category. Explore all that Brenau offers for Your Health, Your Mind, Your Finances, & Our Community here: https://intranet.brenau.edu/human-resources/job-opportunities/. 

Special Requirements:

Brenau University conducts various screenings to ensure a safe and secure environment. These checks are a condition of employment and may be performed at different times throughout employment. (1) Background Checks: All new hires must undergo a criminal background check. To maintain employment, individuals must have and maintain a favorable criminal history. The university may also conduct random background checks. Additional checks may be performed for certain roles. (2) Credit Checks: required for positions that handle university funds or credit cards or as otherwise required. (3) Motor Vehicle and Driving Checks: employees who operate a university vehicle or drive on university business must have a Motor Vehicle Report (MVR) run as part of the new hire process or as the requirement to drive is added to job responsibilities. To be approved for university travel, employees must meet the following criteria: be at least 21 years old, have and maintain a valid Georgia driver's license, and have and maintain a good driving record. As a condition of employment, employees must report any arrest (within five days of its occurrence) to the Office of Human Resources, including traffic violations for those listed on our auto insurance policy. Disclosure of subsequent legal action (conviction, dismissal of charges, etc.) must also be reported to the Office of Human Resources. It will be evaluated considering continued employment with the immediate supervisor. (4) Drug Screening: pre-employment/post-offer drug screens and random drug screens are performed for certain sensitive positions. Random drug screens are also performed on those who travel regularly, or those who operate a university vehicle. All employees are subject to reasonable suspicion drug screening.

Additional Requirements:

N/A

Licensure Requirements:

Proof of any professional degree, license, or certification (collectively, “Credentials”) required to competently perform the work for which the employee is hired must have been submitted at the time of application for the position. Discovery during the course of employee’s employment that applicable Credentials have lapsed, been terminated, were misrepresented, or were falsified may result in immediate termination of employee’s employment.

All positions will be filled pending budgetary review.