Office Manager And Event Coordinator

VPESA events. A successful candidate will have a strong ability to build relationships, work independently, be thorough and thoughtful, detail oriented, and be able to balance a workload of ebbs and flows.

While this role reports to the Executive Assistant to the VPESA, they will also support (as needed) others in the office: Chief of Staff, Associate to the VPESA, Director of Student Communications, Senior Fiscal Operations Manager, Communications & Social Media Manager, and Assessment and Evaluation Manager.

The vice president for Enrollment and Student Affairs oversees three areas: Enrollment Management, Classroom to Career Initiatives and Student Engagement & Well-being. With a professional staff of over 200 and a student staff of 300, we come together to create a professional team rich with diversity in thought, life/work experience and culture.

IND208

Duties/Responsibilities

35% - Office Management/VPESA Office Front Desk

• Serves as the liaison and first point of contact when representing the VPESA office with internal and external departments, organizations, and groups through a variety of modalities, including phone, emails, meetings, and one-on-one conversations.
• Serves as a point of contact with helping staff and students who visit the office; de-escalates/resolves problems and/or refers to appropriate personnel, as per university policy.
• Oversees and manages the VPESA general inbox, triaging inquiries, prioritizing requests, and ensuring timely responses.
• Ensures that the tone, standards of professionalism, and customer service reflect the values and service standards communicated by the VPESA.
• Maintains the condition of the office to provide a professional, welcoming, inclusive, and organized area.
• Ensures coverage during regular business hours, maintains conference rooms and manages reservations, and guest appointments.
• Manages complex internal operations, identifies problems, and develops solutions.
• Maintains office efficiency by developing, recommending, planning, and implementing office administrative systems, structures, processes, procedures, and workflows to meet the needs of the office/branch.
• Works independently, handles matters confidentially, analyzes and solves problems in the VPESA office, and makes decisions appropriate to the position.
• Adapts from routine administrative duties to handling special needs or situations seamlessly and daily.
• Serves as Emergency Preparedness Coordinator, attends necessary workshops and seminars, and instructs the unit on emergency response information; keeps emergency contact lists up to date.
• Designs and maintains filing systems, copying, electronic filing, scanning, data entry, processes paperwork, develops documents/spreadsheets, supervises mail and hand-deliveries and other necessary office procedures.
• Purchases and tracks office supplies, identifies and works with vendors appropriate for purchasing needs. Orders and purchases food and materials for meetings and works closely with caterers.
• Coordinates facility services, manages work orders, vendor communication, and office access control.
• Determines cyclical deadlines and integrates on-going support for VPESA Office/Enrollment and Student Affairs' branch in order to deliver timely and high-quality work in compliance with the academic calendar, HR and other deadlines as appropriate.

25% - Event Management and Coordination

• Serve as the primary point of contact for key branch-wide event planning, coordinating with internal teams and external vendors.
• Plan and coordinate key branch-wide events, managing logistics, timelines, and stakeholder communication.
• Oversee event execution, including room setup, catering, technology needs, and day-of support.
• Manage event schedules and materials to ensure smooth, on-time delivery of high-visibility events.
• Track event details and post-event follow-ups to support continuous improvement.

20% - Supervision of Student Employee Staff

• Update student job descriptions, recruits, hires, trains, mentors, evaluates and supervises student employee staff.
• Coordinates, assigns, and tracks student employee work-related projects, including projects from other staff in the office.
• Provides student employee staff with opportunities to learn, practice, and advance essential and applicable career skills.

15% - Assist/Support Executive Assistant to the Vice President for Enrollment and Student Affairs

• Receives and coordinates completion of special projects and assignments from the Executive Assistant to the VPESA (as needed).
• Provides support to the VPESA when Executive Assistant is out of the office.
• Manages and maintains VPESA calendar and appointments prioritizing activities and events, ensuring that meeting requests are completed in a timely fashion, vetted in an appropriate manner, and clearly presented.
• Initiates scheduling of conference calls, lunch meetings, and off-site meetings.
• Prepares travel authorizations, makes airline, hotel, and transportation reservations, and determines travel and expense report management in alignment with all University policies, procedures and deadlines.
• Supports the VPESA in logistics (facility, catering, decor, staffing, etc.) involved in planning and the successful execution of relevant initiatives and community events.

5% - Other Duties as Assigned

• Provides additional support for other office staff in the Vice President's Office, including the Chief of Staff, Associate to the VPESA, Director of Student Communications, Senior Fiscal Operations Manager, Communications & Social Media Manager, and Assessment and Evaluation Manager.

Required Qualifications

• Two years of experience providing administrative support.
• Demonstrated excellent customer service, people, and communication skills (oral and written).
• Established organizational skills, ability to develop efficient and effective systems, and ability to meet deadlines in a fast-paced environment.
• Qualified intermediate to advanced skills in Microsoft Office programs (Word, Excel, Outlook, PowerPoint).
• Demonstrated experience planning and organizing events and/or meetings.

Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet ALL required qualifications.

Preferred Qualifications

• Four or more years of experience providing administrative support to professional staff or customers and showing progressive responsibility and oversight.
• Two or more years of experience providing supervision or task management of staff including hiring, training and performance management/development.
• Experience working for an institution of higher education.
• Experience working with diverse and urban populations, including but not limited to communities of color, under-represented groups, LGBTQIA+, first-generation, undocumented, veterans, etc.
• Demonstrated experience planning and organizing large (30+ people) events and/or meetings.

Work Hours

• Full-time, 40 hours per week, Exempt
• Monday - Friday, 8:00am - 5:00pm, 40 hours per week
• Evenings and Weekend Work: As needed
• This is a 100% in-person position.
• Travel: Rarely

Salary for Announcement

We anticipate the qualified candidate to be placed between $52,934 - $58,000. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Instructions to Apply

For full consideration, please submit the following documents:

• Resume
• Cover letter describing relevant job experiences as they relate to listed job qualifications and interest in the position

3 professional references will be required of the finalist. One reference must be a prior supervisor.

This position will remain open until filled. Please apply by February 23, 2026 for consideration.

Official transcripts will be required of the candidate selected for hire.

If you are an Internal applicant, please apply via the Career tab within the WorkDay Menu

Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet ALL required qualifications.

Closing Date

Open Until Filled