Office Manager, Office of Strategic Marketing and Communications
Soka University of America
Location: Aliso Viejo, California
Higher Education Institution
Soka University of America is currently seeking qualified candidates for a full-time Office Manager in the office of Strategic Marketing and Communications (SMC).
Under the direction of the Executive Director of Strategic Marketing and Communications, the Office Manager will be vital to SMC operations by creating, maintaining, and tracking procedures across wide-ranging workflows. Strong and reliable, the ideal candidate has excellent organization skills, is flexible and has the ability to adapt calmly and swiftly. The Office Manager will be a direct, efficient, and good-natured communicator messaging within the department and campus community as a whole. This position will enable organizational efficiency while contributing an energetic and cordial vibe for the office.
Candidates should demonstrate responsiveness toward and understanding of diverse student backgrounds, especially with regard to socioeconomic status, race, ethnicity, culture, ability/disability, sexual orientation, and gender identity and have a willingness to facilitate the university’s mission to develop global citizens.
Essential duties include but are not limited to:
Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified
Coordinate internal and external resources, and cultivate relationships with vendors
Oversee office interactions, responding to requests and questions
Maintain office efficiency by maintaining appearance of common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment
Oversee the day-to-day activities of the office as the main point of contact with the campus community, keeping management informed of performance with routine and requested reporting
Maintain SMC workflow process system, communicating and enforcing deadlines
Provide direct administrative support as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and updating contact database and employee list
Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors
Manage all aspects of the office’s space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested
Manage storage space and equipment inventory, software licenses, maintenance accounts and renewals
Manage SMC annual budget, tracking spending and helping SMC leadership with developing future budgets
Manage SMC Workday processes, including processing invoices and payments and filing expense reports for the Executive Director, and backing up Associate Directors who manage timesheets for hourly employees
Schedule appointments, meetings, and reservations, taking detailed meeting minutes and notes as needed
Manage staff (including student staff) recruitment and interview processes
Manage staff onboarding and orientation processes.
Maintain contact lists and databases for SMC mass emailing, such as the SOKA newsletter and campus events bulletin
Approve timesheets for hourly employees
Other related duties and projects as assigned
Bachelor's degree preferred
At least 2 years of office management experience preferred
Strong time-management and people skills
Ability to multitask and be flexible
Advanced computer skills and experience with online platforms
Proficiency in Microsoft Office suite, and/or cloud-based alternatives, with aptitude to learn new software and systems
Engaging personality and optimistic outlook
Experience developing internal workflow management systems
Ability to handle confidential information
Demonstrated success in supporting an office administratively
High ethical and professional standards
Soka University of America offers excellent benefits and salary will be commensurate with qualifications and experience.
Employment is contingent upon the completion of a successful background check. Soka University requires all employees and students to be fully vaccinated for COVID-19. If hired, you are required to be fully vaccinated (including booster) for COVID-19 as a condition of your employment at Soka University, except in instances where you have a qualifying medical condition or sincerely held religious belief that is contrary to receiving the vaccine. You will be required to provide your vaccination record on your first day of employment.
Application review will begin immediately. The position will remain open, and applications will be reviewed until the position is filled.
To apply, send a letter of interest, resume, and three professional references.
Soka University is a private, non-profit, four-year liberal arts college and graduate school located on 103-acres in south Orange County, California in the City of Aliso Viejo. Soka University is nationally ranked in the Top 25 National Liberal Arts Colleges and Top 15 Best Value Colleges by US News & World Report's "Best Colleges 2019." SUA offers an 8:1 student/faculty ratio (average class size 12) and study abroad is included in tuition so that every undergraduate spends a semester living and learning another culture. Proudly founded upon the Buddhist principles of peace, human rights and the sanctity of life, SUA offers a non-sectarian curriculum that is open to top students of all nationalities and beliefs. About 60% of our students come from the US and 40% have come from more than 45 other countries.