Office Manager, Office of Multicultural Learning

Position Title:

Office Manager, Office of Multicultural Learning

Position Type:

Regular

Hiring Range:

$28.03-$30.83; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

A.   POSITION PURPOSE
 

As a part of the Inclusive Excellence Division, the Office for Multicultural Learning (OML) is committed to promoting social justice, building bridges across diverse communities, and celebrating differences at Santa Clara University. In addition, we advocate for historically underrepresented populations and educate the whole person within the context of Jesuit values.

The Office Manager provides administrative and project support for OML infrastructure, operations, staff, and programs. The role also supports financial oversight for the Multicultural Center (MCC) and MCC club culture shows.The individual is responsible for supporting the administrative and fiscal management needs while supporting the diverse activities related to the work of the OML. The Office Manager reports directly to the Director of OML.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1.Office Management and Administrative Support (30%)

• Coordinate administrative duties and general office support for the OML.

• Assist with drafting, editing, preparing, designing, and typing various communications, correspondences, memorandums, reports, policies, forms, newsletters, databases, mail merges, email announcements, and flyers for OML.

• Help coordinate, mentor, and supervise the student staff in work schedule, training, and other areas pertinent to their work in OML.

• Manage the calendar of events for OML including student cultural events, lectures, workshops,multicultural recognition ceremonies, staff vacation, staff retreat, conferences, and holidays.

• Navigate Workday Student Module for information on student hiring.

2. Fiscal and Business Management (40%)

• Prepare and process all OML financials (expense reports, reimbursement, contracts, expense transfers, payment requests as requested).

• Initiate and manage budgetary needs associated with the OML including the processing of payment requests, petty cash, departmental purchasing cards and departmental travel cards.

• Process the Multicultural Learning Grants offer letters, reimbursements, follow up, and budget tracking.

• Communicate and coordinate with other campus departments/programs regarding co-sponsored events.

• Orchestrate and plan departmental travel, events, and meetings.

• Collaborate with partners in the Office of the President,Inclusive Excellence Division and MCC to reconcile divisional expenses and procedures.

• Coordinate budget planning meetings with all MCC culture show coordinators/directors

•  Develop a procurement plan for culture shows with MCC culture show organizers and relevant SCU parties

3. Programming Coordination (20%)

• Provide administrative and project support for OML events, committees and initiatives.

• Reserve rooms, coordinate special room set-up/ equipment, and order refreshments and meals with appropriate vendors.

• Compile and distribute necessary background materials for meetings as needed and requested by Associate Director(s) and Director.

• Provide administrative and logistics support for all OML programs, trainings/workshops, and gatherings.

4. Technology Support (5%)

• Coordinate all aspects of the OML facilities and equipment (repairs/maintenance/upgrades of computer network, phone system, copy machines; water supply, keys, office supplies acquisition, monitoring expenditures, staff access to buildings).

• Provide regular acquisition and activity reports to the Director.

• Coordinate and maintain the marketing and communicating strategies including website updates, bulletin boards, and newsletters.

5. Other duties as assigned (5%)

C.   PROVIDES WORK DIRECTION

• Help supervise Student Inclusion Educators during their shifts in OML and RRC to assist with administrative duties.

D.   GENERAL GUIDELINES

• Recommends initiatives and implements changes to improve quality and services.

• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and