Office Manager, Netter Center for Community Partnerships, University of Pennsylvania

Posted by on July 6, 2009

[emailed 7/2/09]

Office Manager, Netter Center for Community Partnerships, University of Pennsylvania
Job Description

A.    Staff Support

•    Play role as part of orientation team for orientation of all new staff to the operation of NCCP and the University.  Includes review of office procedures, office space, other logistics (computers/printers, furniture, keys, assistance with PennCard, etc.)
•    Maintenance of the NCCP new employee handbook

B.    Facilities Management

•    Oversee the office’s multi-facilities needs including repairs and special services and Handle purchase and work orders.
o    Personally review facility issues and try to correct or gain information before facility calls are made
o    Direct facility problems to appropriate facilities center
o    Work with service provider and request final reports on corrected or in process facility issues
•    Review needs for new equipment and service on current equipment such as copy machines, fax, computers, printers, chairs.
•    As needed, work with College Hall and SAS on matters related to space needs of NCCP

C.    Work-Study

•    Assist Senior Staff and program supervisors to identify needs for work-study students in the community as well as at the NCCP office.
•    Develop job descriptions and work with Student Financial Services to post positions.
o    Work with Student Employment on compliance, improvements and problems
o    Monitor SEMS report
•    Interview students for positions at the NCCP office as well as refer to appropriate program staff.
•    Continue to review and maintain procedures for work-study payroll and reporting
•    Enter all new work-study hires into the payroll system and update students as needed.
o    New student processing and wage rates
–    New student file preparation
–    Student new time sheet preparation
o    List and renew work study jobs
o    Provide reporting information as requested to Business Office based on SEMS report
o    Work Study Payroll mass list updates
o    Monitor each student’s grant usage weekly
–    Notify supervisors and or students of quickly expending grants
–    Monitor and notify problem work study students
–    Pulling time sheets of problem students
–    Notifications and Dropping of inactive work study students from center’s payroll
o    Frequently monitor time sheets for current activity, completion, proper signatures and problems
o    Maintain work study student count
o    Answer student and supervisor questions
o    Research and handle student complaints
•    Submit times for work-study for payroll
•    Supervise office work-study students: scheduling, training, assignment of tasks, daily supervision to ensure coverage of front office, and meeting needs of NCCP staff.
•    Advice/Check Monitoring
o    notifications
o    mailings
o    shredding
o    returns to payroll

D.    Events and Meetings

•    Coordinate conference planning and logistics with program staff for major NCCP events such as the ABCS Summit and Nonprofit Institute
•    Coordinate regular NCCP staff meetings and other meetings as needed.

E.    Office Administration

•    Archive records as needed
•    Supervise part-time receptionist
•    Work closely with Business Office regarding budgetary matters and policy issues as problems present themselves or in an effort to avoid possible problems
•    Do Purchase Order entry, pro-card transactions
o    ProCard: account and authorization information verification before charging
o    Request proper documentation of ALL ProCard charges and Identify incomplete information
o    Paymentnet online review and authorization of charges
o    Paymentnet online reporting and justification of charges

F.    Other duties as assigned.

•    Provide backup support for other administrative staff
•    Attend senior staff meetings monthly for review of office functions

For more information and to apply, visit:  http://www.upenn.edu/ccp/index.php