Position Title* Biology - Office Manager

Classification Title Hourly Full Time (1.0 FTE)

Benefits Eligibility

Benefits Eligibility

Department Biology

Job Description

The Office Manager oversees the daily operations and works to ensure smooth operation of the Department of Biology. The Office Manager engages students and provides administrative support to the department chair and faculty. The position involves extensive personal interaction and communication with faculty and staff, students, and the general public.

Responsibilities:

General secretarial responsibilities including interacting with visitors and answering their questions, word processing, sorting mail/email, answering phones and emails, maintaining office and workroom supplies

Work closely with the department chair and faculty on administrative duties and support for teaching and research

Maintain departmental calendar

Write and distribute departmental emails and announcements

Assist with all internal and external annual reporting by collecting materials and preparing documents

Assist students with departmental requirements and forms

Assist with the preparation and distribution of tenure and promotion documents

Assist with creating schedule of fall and spring courses in EMS; request updates to schedules as needed

Prepare for weekly seminar program, including travel arrangements, announcements, refreshments, honoraria

Maintain department website with new updates, content, and course descriptions

Facilitate connections with other departments, donors, and alumni by maintaining a web presence on social media

Maintain Biology majors' and minors' records, with mailing lists and web updates for regular communication

Manage correspondence for the SHARP summer research program and provide administrative support to the summer research coordinator

Facilitate registration, travel arrangements, and risk and responsibility paperwork for Biology conferences when students are attending

Help plan department meetings and events (reserve rooms, order food and supplies)

Take minutes at department meetings

Recruit, train, and supervise student office assistants

Administrative support of hired departmental student employees

Qualifications

College degree or high school diploma with at least two years of experience working in an office setting required

Capable of planning and coordinating detailed and multiple projects in a timely manner

Strong oral and written communication, including proofreading skills

Accurate with interpreting and communicating numbers, graphs, and tables

Mastery of Microsoft Word, Excel, PowerPoint, and Google Workspace

Willingness to develop proficiency using multiple campus electronic management platforms and assist faculty

Experience with website management and social media platforms preferred

Ability to communicate clearly, work with diverse groups of people, and bring people together to solve problems

Capable of independent work with minimal supervision

Physical Demands

This position requires remaining in a sitting or standing position for frequent periods of time; uses office machinery such as a computers, printers, copy machines; Occasionally involves moving items over 10 pounds; frequently will move between different offices/workspaces/buildings; and requires effective communication abilities. In the case of temporary or permanent condition(s) that require(s) accommodation(s), reasonable accom

Hope College

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