Office Manager

Special Instructions to Applicants Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship. The University will not sponsor applicants for work visas (e.g., H-1B). Job Summary Manages The Children’s Center office, assisting the Director and Assistant Directors with day-to-day operations of the Center. Supervises receptionist for the Hattiesburg campus location along with student workers. Provides support and assists with administrative services for The Children’s Center. Images all documentation required for recording active and inactive child information, student worker/clinician/volunteer information, and personnel information. Primary Duties and Responsibilities Supervises, as needed, clerical duties such as typing correspondence, scanning and filing (e.g., clinic files, contractual therapy notes), photocopying, mail pickup/delivery and running errands such as obtaining on campus signatures, making deposits and purchasing supplies Maintains and manages Center files and databases such as client active and inactive lists, staff and board contact information, loan library check-outs and returns; distributes and collects prospective student worker and volunteer applications Manages and supervises the scanning of documents into the electronic medical records and/or image now. These documents include, but are not limited to, active and inactive client files, University student information, and personnel information. Provides records requested by outside sources: e.g. MS Dept of Health, school districts servings graduates of The Children’s Center, etc.Researches to resolve problems related to archived records and retrieves information from imaging Manages and/or supervises day-to-day office/clerical duties including: -Monitoring and organization of University property through USM and State Auditor Property -Accounting systems -Monitoring daily physical operations and maintenance of the Center; building liaison for Physical Plant -Monitors graduate assistant and student worker hours -Conducts new employee and new student set-up to include access to Center server, access to prox card reader/door keys, and other IT issues/needs -Handles parking management for staff, enrolled families and visitors -Updates/creates forms for maintaining accurate records for staff, university students, and enrolled families Assists and coordinates with the Director, Manager of Financial Operations, and Director of Communications and Development as needed. Other duties as assigned.