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Dillard University · 1 month ago

Office Manager - Financial Aid

New Orleans, LA, US

Full-time

Hybrid

Entry Level

1+ years exp

Dillard University is seeking an Office Manager for their Financial Aid and Scholarships department. The office manager will provide administrative and clerical support, ensuring confidentiality and promoting effective service delivery while managing the financial aid office's functions.

ArtEducationUniversities

Responsibilities

Act as the Financial Aid & Scholarships ombudsman by greeting visitors and answering phone calls. Direct visitors and callers to appropriate area or person

Screen incoming calls, and respond independently when appropriate for the Office

Provide administrative support to the Office of Financial Aid

Read, date stamp, and route incoming mail and locate, and attach appropriate file to correspondence to be answered. Prepare outgoing mail and correspondence, including email and faxes. Retrieve mail from post office twice weekly and issue to faculty

Route all documents in Adobe for Office

Schedule Zoom or in person monthly meetings via email to office

Maintain and file documents and records for the Office

Organize and maintain a filing system of documents and records for the office and file correspondence and other records

Compose, handle, and make copies of correspondence or other printed materials and type routine correspondence

Schedule meetings and arrange conference calls

Maintain faculty and adjuncts classroom schedules and times

Order and maintain supplies and arrange for equipment maintenance

Order office supplies and maintain office budget for fiscal year

Organize graduation and award ceremony celebration events for department

Schedule Facilities, IT, Pest control and US Copy for maintenance of equipment

Manage the Financial Aid's Google Drive files and folders

Manage the Financial Aid's email account

Manage the Financial Aid's social media accounts

Qualification

Microsoft Office SuiteGoogle DriveAdobe SignSocial Media ManagementConfidentialityJudgmentDiscretionCommunication SkillsInterpersonal Skills

Required

Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and other MS functions

Proficiency with Google Drive and Google files

Proficiency with Adobe Sign and PDFs

Proficiency with social media, Twitter, in particular

Demonstrated ability to exercise good judgment and discretion in handling sensitive and confidential information

Excellence communication and interpersonal skills to effectively deal with diverse groups and individuals at various levels within the organization and the public

A bachelor's degree (B.A. or B.S.) from four-year college or university required

At least 1-2 years of previous experience as an administrative assistant or similar position is required

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals

Ability to write routine reports and correspondence

Ability to speak effectively

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals

Ability to compute rate, ratio, and percent and to draw and interpret bar graphs

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form

Ability to deal with problems involving several concrete variables in standardized situations

Employee must maintain confidentiality in all work performed

Must be flexible in work schedule

Must be willing on infrequent occasions to work evenings or weekends for special events, report preparation or proposal deadlines

This position will require lifting and moving boxes, files, and other office materials; must be able to lift/move boxes and files weighing a maximum of 25 pounds