Hutto Office Manager

Salary: $36,300.00 Annually
Location : 1600 Innovation Blvd Hutto, TX
Job Type: Full-Time (Staff)
Job Number: 00267
Division: President
Department: EWCHEC-Hutto Center
Opening Date: 10/13/2023
Closing Date: Continuous
FLSA: Exempt
Salary Grade: Professional
Work Schedule: General work hours:Monday - Thursday 8 am - 6 pm Friday 8 am - noon Summer work hours:Monday - Thursday 7:30 am - 6:00 pm with half-hour lunch Additional evening or weekend hours may be required for special events. This is an on-site position. Essential duties of the role must be performed in-person, during prescribed work hours.
Position Summary & Essential Duties
The following duties and responsibilities, Knowledge, Skills and Abilities (KSA's), and physical requirements are intended to describe the general nature and level of work being performed. The information listed below is not intended to be construed as a complete listing of all duties and responsibilities, KSA's, and physical requirements required of this position since changes to the position may occur at any time or additional requirements may be added over the course of time.
SUMMARY:
Under direct supervision of the Associate Vice President & Chief of Operations, East Williamson County Centers, the incumbent provides a wide variety of administrative and operational support for Temple College and other EWCHEC-Hutto partner colleges. This position requires a highly organized individual with strong skills in project and personnel management, prioritizing, multi-tasking and project follow through.
Qualifications (Required and Preferred)
MINIMUM EDUCATIONAL AND WORK REQUIREMENTS (MINIMUM QUALIFICATIONS):
Associate's degree and three (3) directly related work experience or Bachelor's Degree and one (1) year directly related work experience. Salary commensurate with education and experience.
PREFERRED:
Bachelor's degree in a related field and at least one (1) year of enrollment services experience in a college or university setting.
CERTIFICATION OR LICENSES:
Currently hold or eligible to receive notary certification in Texas
Job Duties and Responsibilities
The incumbent will:

• Interact directly and indirectly with various members of Temple College administration, partner college administration, faculty, staff, students, and with the general public.
• Apply principles of diplomacy, courtesy, diversity recognition, and confidentiality, in all personal interactions.
• Perform a wide variety of word processing or typing assignments, which may be confidential, that require operating a personal computer with various types of software programs to enter data, draft, edit, review, and print letters, tables, reports, and other material required of this position.
• Draft or prepare responses to routine inquiries with appropriate approvals and signatures then reply by fax, mail delivery, or e-mail.
• Create, maintain, process, and update files, records, and other documents. Copy, sort, and file all forms of written correspondence in appropriate files, file cabinets or electronic format(s).
• Perform basic information gathering, research and compilation of information and data as specifically directed. This duty may require simple to moderately complex mathematical calculations.
• Prepare, compile, update data, complete required forms for assigned budgets, and submittal of completed forms to the appropriate supervisor for approval, signature and payment. May assist with development and or stay abreast of the departmental budget and advise supervisor of any significant budgetary changes or needs.
• Answer, screen, and resolve telephone and walk-in inquiries. Relay or transfer calls to appropriate department as situation arises. This duty may require, at times, the ability to recognize and diffuse a tense situation. Update records or logs as necessary.
• Plan and schedule rooms for EWCHEC-Hutto activities, meetings or conferences which may include contacting all participants, arranging schedules, and ordering/arranging food service.
• Maintain accurate inventory of and distribute equipment, furniture, and supplies.
• Requisition supplies, printing, technology assistance, maintenance requests and other services as needed for Center operations.
• Make decisions that affect the performance of the Center office and or Center facility in the absence of the AVP.
• Seek, at all times, the support of designated administrators for the delivery of instructional programs and student support services.
• Assist with enrollment services such as student registration, advising, financial aid, testing, transcript requests, cashier duties and hosted events.
• Maintain a working knowledge of student confidentiality based upon FERPA requirements.
• Support instructional activities by working through and with appropriate administrators, Deans, Department Chairpersons and Faculty.
• Assist in developing course schedule documents for Center instructional program(s) and the scheduling classroom and office assignments for instructors.
• Assist in the hiring and training of support personnel.
• Perform job-related or other duties as assigned.

SOCIAL CONSTRUCTS REQUIRED OF POSITION:

• Display empathy and positive regard for others in written, verbal and non-verbal communications.
• Work with colleagues and students by practicing punctuality, respect for deadlines, collaborative problem solving, and honest communication.
• Be friendly and collegial with co-workers, faculty, students, staff, and visitors to the campus.
• Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions.
• Maintain proficiency as needed and approved by attending trainings, reading job-related materials, and meeting with others in area of responsibility.
• Dress appropriately for a workplace with frequent customer service interaction and community outreach.
• Meet all required standards of confidentiality. Keep work areas in a clean and orderly manner.

Knowledge Skills and Abilities & Physical Demands
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
KNOWLEDGE:

• Knowledge of community college student services and building operations.

SKILLS:

• Customer service skills that include receptionist skills.
• Word processing, data entry skills.
• Leadership skills that include supervising staff and student workers.

ABILITIES:

• Ability to communicate effectively, both verbally and in writing.
• Ability to read, write, and understand verbal and written instructions, correspondence and memos.
• Ability to maintain calendars and schedule appointments.
• Ability to interact with diverse internal and external constituencies of the college.
• Ability to calculate simple to moderately complex mathematical equations.
• Ability to plan and coordinate meetings.
• Ability to maintain confidentiality.

PHYSICAL EFFORT:
Light physical activity is required with occasional lifting of objects up to 15 pounds.
WORKING CONDITIONS:
Work is normally performed in an office setting.
WORK SCHEDULE:
General work hours:
Monday - Thursday 8 am - 6 pm
Friday 8 am - noon
Summer work hours:
Monday - Thursday 7:30 am - 6:00 pm with half-hour lunch
Additional evening or weekend hours may be required for special events.
This is an on-site position. Essential duties of the role must be performed in-person, during prescribed work hours.
HOURS REQUIRED PER WEEK:
40
TRS/ORP:
TRS
SUPERVISORY DUTIES:
Supervise support staff and student workers.
REPORTS TO:
Associate Vice President & Chief of Operations, East Williamson County Centers
TEMPLE COLLEGE BENEFITS
To enhance the employment opportunity you may be seeking, Temple College offers a competitive array of benefit options to select from, some of which are fully paid for by the college. Listed below is a summary of benefits currently offered for full-time employees. Part-time employees are eligible for specific benefits on a pro-rated basis.
MEDICAL AND OPTIONAL INSURANCE COVERAGE BENEFIT OPTIONS
The Medical and optional insurance coverage benefit options listed below are offered through Temple College by the Employees Retirement System (ERS) of Texas. Please visit ERS at for further information.

• MEDICAL:
  Eligible full-time employees can choose from the following medical programs which begin the first day of the month following the 60th day of employment:
  • HealthSelect of Texas "Blue Cross Blue Shield" (PPO)
  • Consumer Directed HealthSelect "Blue Cross Blue Shield (HSA)

Medical plans include prescription coverage. Employee medical coverage monthly premiums are fully paid for by the college and the college pays for one-half (1/2) of the cost of dependent care coverage monthly premiums.

• OPTIONAL BENEFITS:

Dental (PPO and HMO), Vision, Optional Term Life Insurance, Voluntary Accidental Death and Dismemberment, Dependent Term Life Insurance, Short-term and Long-term Disability, Texa$aver (457 plan), TexFlex-Health and Dependent Care Reimbursement.
Optional benefits are employee paid but are offered at very competitive rates.
ANNUAL AND SICK LEAVE ACCRUALS

• ANNUAL LEAVE ACCRUALS:

Regular, full-time twelve (12) month faculty and staff accrue Annual Leave as follows:

• Years of Service: 0 through 5
  • Accrual Rate (Maximum Accrual Hours per Month) = 8
  • Accrual Rate (Maximum Accrual Hours per Year) = 96

Years of Service: 6 through 10

• Accrual Rate (Maximum Accrual Hours per Month) =10
• Accrual Rate (Maximum Accrual Hours per Year) =120

Years of Service: 10 plus years

• Accrual Rate (Maximum Accrual Hours per Month) =12
• Accrual Rate (Maximum Accrual Hours per Year) =144

Annual leave may be accrued up to a limit of 240 hours with special provisions allowing for annual accruals above that limit. Faculty with contracts less than 12 months do not accrue Annual Leave but are provided with 20 hours of personal time per fiscal year.

• SICK LEAVE ACCRUALS:

Faculty and Administrative Staff: Accruals of 8 hours per month. Sick Leave may be accrued up to a limit of 1040 total hours. Faculty with contracts less than 12 months will receive accruals during the summer semester if they instruct during that time.
ADDITIONAL INFORMATION

• HOLIDAYS:Recognized college holidays, in addition to Annual and Sick leave accruals, include Labor Day, Thanksgiving Break, Winter Break, Martin Luther King Day, Spring Break, Good Friday, Memorial Day and Independence Day.
• PAYROLL: Employees are paid by direct deposit through the last working day of the month. Actual deposits are paid on the last working business day of the month. All benefit deductions are taken at that time.
• RETIREMENT: Temple College is one of the few community colleges in the state of Texas to be permitted Federal Social Security deductions. Temple College is a Section 218 employer.

All regular employees are mandated by the Texas State Legislature to enroll in either the Teacher Retirement System (TRS) or the Optional Retirement Program (ORP) however, ORP participation is based upon position. All faculty members are eligible to participate in either TRS or ORP. A list of ORP providers is available.
Please visit TRS at for further information.

• Contribution:
  • Member: Teacher Retirement System (TRS) = 8.0% of annual salary
  • Employer: Teacher Retirement System (TRS) = 7.75% of member's annual salary

Contribution:

• Member: Optional Retirement Program (ORP) = 6.65 % of annual salary
• Employer: Optional Retirement Program (ORP) = 6.6% of annual salary

Tax Sheltered Annuities (TSAs) also known as Tax Deferred Annuities (TDAs) are available to all employees who are eligible to participate in the TRS/ORP retirement program and who wish to participate in this program. This participation is voluntary and contributions are made from the employee's salary. A list of providers is available.

• MISCELLANEOUS LEAVE: Family and Medical Leave (FMLA), Jury Duty, Bereavement, Deteriorating weather, and Military training.
• WORKERS COMPENSATION: If an employee is injured on the job, Temple College, through its Worker Compensation Program, pays all authorized hospital, nursing, and physician's fees. Additional benefits may be available.
• HOURS OF OPERATION:
  • Regular Schedule:
    • Monday - Thursday: 8:00 a.m. - 6:00 p.m.
    • Friday: 8:00 a.m. - 12:00 p.m.
• Summer Schedule:
  • Monday - Thursday: 7:30 a.m. - 6:00 p.m.