The Associated Student Government (ASG) is looking for an Office Manager

Title: Office Manager/ Graduate Assistant

GENERAL PURPOSE

The Office Manager for the Associated Student Government is responsible for providing support to the Associated Student Government and various professional staff in Student Activities and Involvement. Support includes correspondence, maintaining calendars and schedules, budgeting, and serving as a liaison to the campus community. Periodically, this position may be asked to lead or contribute to either ad hoc or ongoing division/campus projects outside the scope of their day-to-day activities.

This position is 20 hours/week during the academic term, with additional time for training, retreats, etc.

SUPERVISION RECEIVED

General supervision is from the Assistant Director of the Associated Student Government.

DUTIES AND RESPONSIBILITIES

The responsibilities described are representative of those that must be met by the employee to successfully perform the essential functions of this job.

A. Administration (50%)

  1. Greet students, University employees, parents, and other constituents with a positive attitude and sensitivity. Refer individuals and/or questions to appropriate resources when needed and work-study students are not available
  2. Provide administrative support (scheduling, meeting coordination, etc.) for the Associated Student Government and administrators in Student Activities and Involvement
  3. Perform general office supervision for the Associated Student Government
  4. Schedule meetings; room reservations; and other event details as needed (i.e. catering)
  5. Coordinate file system for Associated Student Government (budget, waivers, contracts,archive, by-laws, minutes)
  6. Ensure Associated Student Government has the supplies it needs to function on a dailybasis. Purchase all supplies, equipment, furniture, etc. according to University policy
  7. Create and monitor registration forms for various events such as Alcala Bazaar, concerts,and lectures
  1. Serve as a resource for students and employees in the absence of full time staff members
  2. Process facilities requests as well as ITS service requests for unit
  3. Prepare the bi-weekly EMS upload
  4. Update websites as requested
  5. Prepare meeting agendas
  6. Oversee annual equipment inventory for the SLP third floor.
  7. Assist with projects as requested to support the unit
  8. Contribute to or lead additional division/campus projects outside of typical duties to helpfurther accomplish student or organizational goals. Additional assignments may be seasonal, ad hoc or ongoing, depending on the project

B. BudgetSupport(25%)

  1. Prepare Associated Student Government and Student Activities and Involvement budgets for review (i.e. track expenses; process reimbursements, deposits, purchase orders, and check requests; assist with budget reconciliation at the end of each month)
  2. Reconcile and process monthly credit card statements for the unit
  3. Work with all of the ASG Funded Centers, Student Organizations (approx.180), andASG/TPB to provide account totals, expenditures, and revenue information
  4. Coordinate student organization club account requests and instruct them on theUniversity’s financial process and procedures
  5. In partnership with the Financial Aid Office, process work service awards

C. Advising (15%)

1. Advise members of the Associated Student Government

D. Other (10%)

  1. Provide support to department administrators as needed.
  2. Serve as a resource on a variety of topics in order to answer questions from visitors,students, vendors, and the University community.

MINIMUM QUALIFICATIONS

  1. Bachelor’s degree in business, education or related field or equivalent of work experience preferred.
  2. Enrolled in a Master’s/Doctoral program at USD.
  3. Experience working in an office environment and working knowledge of accountingprinciples and practices preferred
  4. Experience working in a college setting preferred
  5. Must be flexible, enthusiastic, knowledgeable, organized, and able to work as a memberof a team
  6. Strong written and verbal communication skills

PERFORMANCE EXPECTATIONS: KNOWLEDGE, SKILLS, and ABILITIES

1. Possess strong human relations and communication skills: the ability to work with various University constituents including students, administrators, and staff employees; vendors; conflict resolution, social justice, decision-making and implementation skills; ability to be tactful, diplomatic and flexible with individuals from a variety of

backgrounds and cultures

  1. Detail-oriented with strong organizational techniques; ability to remain calm underpressure and be able to multi-task in a fast-paced environment
  2. Ability to become familiar with the University’s history, departments, fiscal procedures,electronic record systems, and specific governmental and other external regulations

    quickly

  3. Ability to maintain the confidentiality of information received regarding clients andstudents as required by University policy and the Buckley Amendment
  4. Create an inclusive environment in support of USD’s Culture of Care and co-curricularlearning outcomes
  5. Support leadership development of undergraduate students
  6. Excellent skills in the use of specific equipment and tools as identified below

SPECIAL CONDITIONS OF EMPLOYMENT

Occasional evenings and/or weekend hours may be required due to special events

TOOLS AND EQUIPMENT USED

Thorough knowledge of personal computers (Macintosh and PC platforms), various software applications (Microsoft Office Suite), Oracle, Banner, Cognos, Event Management System (EMS), database systems, copier, scanner, fax machine, and telephone.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. The position requires the ability to sit, stand, walk, exercise hand and finger dexterity, visual focus, and articulate clearly using speech. The employee will occasionally walk and must occasionally lift and/or move objects up to 25 lbs.

WORK ENVIRONMENT

Open office setting; noise level is moderate; the facility is climate controlled.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

NOTE: The duties listed above are intended only as illustrations of the various aspects of the position and the types of responsibilities that may be performed. The omission of specific statements does not exclude them from the position if work is similar, related or a logical assignment to the position. The position description does not constitute an employment agreement between employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.

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