Office Manager - Graduate Studies (part-time/28 hrs per week)

Why Work at BYU   

As the flagship higher education institution of The Church of Jesus Christ of Latter-day Saints, Brigham Young University (BYU) strives to be among the exceptional universities in the world. At BYU, we are devoted to our faith and to our students. We take an active role in the University's Mission: "To assist individuals in their quest for perfection and eternal life.” 

Our unique mission, deeply rooted in the Gospel of Jesus Christ, provides countless ways to serve and make an impact. This, along with our remarkable culture of belonging, weekly devotionals, and endless opportunities for learning and growth—all situated within a beautiful and historic campus—make it hard to imagine a more inspiring place to work. 

Brigham Young University strongly prefers to hire faithful members of The Church of Jesus Christ of Latter-day Saints.

Job Description

Office Manager - part-time (28 hrs per week)

This is a great office-based, part-time position with a flexible schedule that reports directly to an assistant dean in BYU Graduate Studies. You will work closely with the staff and student employees in Graduate Studies, while also regularly coordinating with departments and staff all across campus. We work together as a team to provide excellent support and elevated service to both the graduate students and graduate programs here at BYU.

What you will be doing in this position

Office Management

• Oversee the day-to-day functions of the BYU Graduate Studies office, including the reception desk, purchasing supplies, and coordinating building maintenance and cleaning.
• Direct office procedures and related projects, manage internal office communications such as staff calendars and listservs, and handle Graduate Studies purchase cards.
• Coordinate a wide range of ongoing and yearly office projects, conduct annual building and key audits, and process facility service requests and work orders for our office.

Office Support

• Coordinate the scheduling, planning, food ordering, and execution of all workshops and events, while also supporting listserv communications, publication schedules, and website updates.
• Support office purchasing, process vendor payments, ensure compliance with university forms, and coordinate the filing and review of purchase receipts and other procedural documents.
• Supervise annual audits of departmental websites and communications for accuracy, maintain key procedure manuals, and represent the department as needed on university committees.

Student Employee Management

• Supervise the student assistant office manager(s) and front desk student employees, including on Workday procedures and safety protocols, and plan activities to promote a positive team environment.
• Manage the hiring and onboarding processes for student office specialists, including recruiting, interviewing, hiring, coordinating system access, facilitating training, and conducting performance evaluations.
• Plan and distribute student work schedules, approve timecard entries and time-off requests in Workday, and maintain compliance documentation such as the Graduate Studies student employee handbook.

Reception Desk Process Management

• Serve as the primary contact for university applicants, enrolled graduate students, and campus employees via phone and email, resolving issues and ensuring that accurate information is provided about the application process.
• Manage the scheduling of front desk student employees, continually train staff on office systems (AIM, imaging, etc.) and professional etiquette, and maintain training manuals while monitoring the accuracy of regular reports.
• Manage, grant, verify, and remove access for all university graduate department personnel across various systems and listservs, keeping necessary info private, ensuring data security, and maintaining accurate access records.

Student Assistant Managers Oversight

• Act as a central point of contact for staff errands, supply vendors, and general inquiries, while assisting with the planning and execution of meetings, workshops, and office events, including note-taking and material preparation.
• Oversee office supplies and inventory management, coordinate the creation and distribution of staff schedules and calendars, and assist our Graduate Student Society (GSS) with communication and graduate student events.
• Assist with the training, orientation, and paperwork for new student employees in BYU Graduate Studies, manage personnel change forms and system access lists, and ensur