GLMA Office Manager

Summary

The Office Manager for the Great Lakes Maritime Academy (GLMA) plays a crucial role in ensuring the smooth and efficient operation of the Academy's administrative functions. This position provides comprehensive administrative support to the GLMA faculty, staff, and cadets, serving as a central point of contact and managing a variety of office tasks. The Office Manager is responsible for maintaining accurate records, managing communications, coordinating events, and supporting the overall mission of the GLMA. This position is directly responsible for managing a wide range of complex, confidential and operational duties for the Academic Area.

Qualifications

• Experience preferred in building and tracking budgets (Required)

• Computer skills, including knowledge of Internet, email, and calendaring software (Required)

• Experience working efficiently under pressure with careful attention to detail (Required)

• Ability to work cohesively with students, staff, faculty and maintain confidentiality (Required)

• Associate's degree (Preferred)

• Between 5-10 years of related experience (Preferred)

• Basic knowledge of NMC campuses, facilities, related policies and guidelines (Preferred)

• Notary Public and Transportation Worker Identification Card (TWIC) (Preferred)

• Experience and skills in Adobe, Excel, large databases, such as Banner and HRIS (Preferred)

• Experience in higher education (Preferred)

• Experience purchasing supplies and other materials (Preferred)

• (Critical) Serves as point of contact for academic area, faculty, students, the college community, and the public. Responds promptly to community, cadet, and employee inquiries using initiative and independent judgment with knowledge of college procedures and guidelines.

• (Critical) Team player; highly motivated & a self-starter, with an ability to inspire & persuade others

• (Critical) Assists faculty with enrollment management for multiple departments, including monitoring class maximums, adding additional sections, section changes, instructor assignments, and course cancellations.

• (Critical) Manage academic schedules, catalogs, course outlines, syllabi, assessment materials, textbook requisition, course transfer information, and general education outcome information. Monitors class times/dates, room schedules, and classroom equipment/media needs.

• (Critical) Prepares annual budget projections for the academic area including: E&G Education & General (departmental budget), documentation and forms for capital requests, Adjunct/Overload, Human Resources position report, and faculty load report. Manages, monitors, and processes budget-related requests for all area accounts.

• (Critical) Organizes, prepares, and disseminates invitations, tracks RSVPs, processes payments, and administers the GLMA Graduation Dinner, GLMA Board of Visitors meetings and other events, including USCG (United States Coast Guard) License Testing room coordination.  

• (Critical) Orders and maintains office supplies, including copier and printer supplies, processes purchase requisitions.

• (Critical) Carries out supervisory responsibilities following NMC's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding, recognizing employees; addressing performance problems or gaps and approves timesheets.

• (Critical) Assists with travel arrangements for faculty and staff, including conferences registrations and travel forms.

• (Critical) Coordinates, attends, records, and disseminates minutes from Academic Area & Advisory Committee meetings.

• (Critical) Prepare and administer paperwork for MARAD Direct Payment, Fuel Reimbursement, and MARAD Emergent Fund for training ship.

• (Critical) Process credit card statement reconciliations and allocations for GLMA faculty and staff.

• (Critical) Manage DOT drug testing to meet USCG requirements to include managing the selection process, paperwork, communication, and results.

• (Critical) Schedules fire training for cadets, including reserving dates at the Fire Training Center (FTC), monitoring signup sheets and liaison with the FTC for alterations and additions, and billing participating students for each section.  Where scholarships apply for fire training, process the paperwork for applying to student financial accounts.'

• (Critical) Team player and fill-in for other staff areas within GLMA during periods of absence.

• (Critical) Manages hiring process and payroll submission for all supplemental employees, including students, and adjuncts employed for non-curriculum classes.

• (Critical) Manages adjunct, faculty, staff, supplemental, and student employee employment arrangements or procedures. Generates full-time overload and adjunct teaching contracts. Processes additional pay forms and other payroll-related forms

• (Very Important) Responsible for liaising with maritime industry company representatives to schedule visit dates for presentations and recruitment interviews.

• (Critical) Calculate and arrange billing to student accounts for sea project per-diem aboard the training ship and tow vessel.

• (Critical) Processes recruitment of supplemental crew for the training ship and tug.  Calculates, tracks, and submits payroll to meet deadlines.

Most frequently lifted object: under 10 lbs.; lifted to waist level; carried 1-9 feet (Several times per day)
Heaviest object lifted: under 40-49 lbs.; listed to waist level; carried 1-9 feet (Occasionally)

Non-lifting Repetitive Activities

Arm Movement (Several times per day)

Bending (Several times per day)

Climbing (Occasionally)

Gripping (Several times per day)

Sitting (Continuously)

Standing (Several times per day)

Talking (Continuously)

Typing (Several times per day)

Walking (Several times per day)

Writing (Several times per day)

Other Physical Demands

Close visual work

Prolonged visual work

Travel (less than 10%)

Mental Demands

Exercising Independent Judgment

Minimal Guidance or Direction

Performing Multiple Functions/Activities

Persuading Others

Other Challenges

Heavy work volume

Precise accuracy requirements

Production deadlines

Safeguarding organization assets and property

Place of work