Job Description

HJ Staffing is seeking a proactive and detail-oriented

Office Manager / Student Services Coordinator

to oversee daily office operations, support student counseling and records management, and coordinate program services. This role is ideal for an individual who thrives in a fast-paced environment, demonstrates strong organizational skills, and can manage responsibilities with minimal supervision.

Essential Functions

The following functions are central to performing this role successfully:


Manage daily office operations with minimal supervision, ensuring efficiency in task and time management. Analyze office practices, recommend improvements, and help develop efficient procedures. Assist with individual and group counseling/advisement for graduate and undergraduate students from recruitment through enrollment. Coordinate program services with academic departments, advisement offices, and other student service units. Maintain and update student records; create and manage standard operating policies and online procedure manuals. Process invoices, requisitions, and purchase orders; assist with tracking expenditures, forecasting budgets, and arranging travel. Collect data, perform statistical and research work, and prepare draft and final reports. Arrange and attend meetings, schedule appointments, and prepare meeting minutes. Oversee social media presence (Instagram, LinkedIn, Twitter) and coordinate marketing activities. Support office/unit budget management as required. Respond to inquiries and emails from students, staff, and visitors. Conduct special projects involving sensitive or confidential matters. Review correspondence and reports, determine authority levels, and route appropriately. Establish monitoring systems and follow-ups for effective resolution of issues. Maintain and control filing/data systems for accurate, retrievable documentation. Perform other related duties as assigned.

Other Functions

Collect and analyze statistical data and prepare draft reports. Input and retrieve data using university software. Initiate contact with students and provide appropriate referrals. Provide evening office hours as needed for student appointments and activities.

Required Knowledge, Skills, and Abilities

Strong oral and written communication skills. Proficiency in composing written communications (inquiries, reports, etc.). Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office technology. Familiarity with university software (BANNER, DocuSign, WebEx, Zoom) strongly preferred. Ability to manage confidential information with discretion.

Qualification Standards

Education:

Bachelor's degree in Business Administration, Management, or a related field required; Master's degree highly preferred.

Experience:

5-7 years of demonstrated office management, bookkeeping, and program coordination experience, in-person or online. Expertise in Microsoft Office and office technology. Superior customer service and communication skills across all organizational levels. Preferred: Experience developing and managing special projects.

Performance Standards

Demonstrate mastery of position knowledge, skills, and abilities. Deliver quality work within established timelines and guidelines. Manage multiple priorities effectively in a fast-paced environment. Comply with all applicable university, state, and federal regulations and policies. * Maintain a professional appearance appropriate to responsibilities.