Office Manager, School of Social & Behavioral Sciences
Johnson University Tennessee invites applications for a full-time Office Manager for the School of Social and Behavioral Sciences. Applicants for this position should submit a cover letter, resume/CV, and contact information for three professional references via email to , Dean of the School of Social & Behavioral Sciences. Review of applications will begin immediately and will continue until the position is filled.
The Office Manager for the School of Social & Behavioral Sciences (SSBS) will oversee daily operations of a comprehensive School environment. The SSBS office serves as the entry point for potential clients at the University Counseling Center as well as houses both undergraduate and graduate programs on the Tennessee campus. The Office Manager will implement systems for effective School functioning, enhancing current protocol and maximizing available resources. An effective Office Manager will have a disposition and passion for student mentoring and creating a hospitable office atmosphere, have an ability to manage multiple tasks simultaneously, and have the ability to maintain an attention to detail. This position reports directly to the Dean of the SSBS.
Duties and Responsibilities
- University Counseling Center
- Develop and maintain a welcoming atmosphere within the UCC
- Answer phones and greet people as they enter the building
- Receive potential clients and explain intake process
- Consult regularly with the Director of Clinical Services regarding the atmosphere and student/client experience at the front desk and in the waiting area
- Serve as the front-line contact person when potential and current clients need guidance regarding appropriate services
- Direct potential clients to crisis services as appropriate
- Refer potential clients as appropriate (e.g., to Director of Clinical Services, to community resources)
- Student Supervisory Duties
- Provide oversight of front-desk work-study students (selecting, training, scheduling, approving time, evaluation), typically addressing the following responsibilities:
- Front desk staffing (breaks, meetings, evenings)
- Front office administrative support
- Daily cleaning routines
- Serve as Undergraduate Internship Coordinator, providing oversight and administrative support for undergraduate internship placements
- Collaborate with full-time SSBS faculty to develop and maintain community partnerships with local agencies for the purpose of student internships
- Identify, develop, and maintain ongoing relationships that contribute to future partnerships, meet community needs, and facilitate opportunities for collaboration and employment for students and alumni
- Be familiar and in compliance with University policies and procedures regarding site placements
- Serve as a resource for students in reference to the practicum/internship experience
- Develop and oversee an internship orientation, providing guidance in administrative guidelines, assessment requirements, and ethical and program expectations for practicum/internships
- Collaborate with Program Directors to design and maintain materials associated with guidelines, placement sites, and discipline-specific practices for internship
- Facilitate and organize meetings for interns as needed throughout the year regarding site placement
- Be available for formal and informal consultation with students regarding internship experiences.
- Serve as a resource for supervisors in reference to the practicum/internship experience
- Maintain supervisor files, documenting appropriate credentialing
- Coordinate initial and ongoing training and support for supervisors in collaboration with Core Faculty in SSBS
- Additional administrative responsibilities
- Collect and maintain appropriate data for research and accreditation
- Maintain an up-to-date database of internship site supervisors including contact information and qualifications
- Generate reports related to student performance and development for accreditation, self-study, and program evaluation, as needed
- Administrative Support within SSBS office
- Provide administrative support to SSBS personnel, including but not limited to:
- Oversee background check protocol and maintenance of files in accordance with relevant state or federal guidelines (graduate and undergraduate)
- Achieve and maintain status as a Tennessee Notary Public
- Provide administrative and project support to JUTN Program Directors (undergraduate, graduate, and clinical services) – including but not limited to:
- Coordinating and carrying out special events (scheduling, use of facility resources, etc.)
- Technology support (e.g., Zoom, Sakai, Adobe)
- Provide budget support
- Provide monthly reports and as-needed consultation with Program Directors regarding spending and productivity
- Submit SSBS spending requests
- Submit GCP student invoices for off-campus counseling services to Student Life Office
- Coordination of projects with Provost’s office (e.g. academic catalog, budget, etc.)
- Coordinate communication processes
- Facilitate communication among programs and individual faculty within SSBS
- Facilitate communication within the Johnson University system (e.g., Provost’s Office, Business Office, etc.)
- Serve as Assessment Coordinator for the SSBS
- Serve as the collection point for all undergraduate programmatic assessment across all campuses.
- Assist in the development and regular revision of undergraduate assessment plans to ensure effective assessment at the program level.
- Monitor and centralize the reporting of assessment of Student Learning Outcomes across all programs and concentrations for undergraduate programs within the School of Social & Behavioral Sciences while ensuring accreditation best practices and compliance.
- Assist deans, program directors, and faculty with data collection where necessary. This may include developing templates that meet unique program needs.
- Submit all School programmatic assessment reports to the Director of Assessment using the University’s standard reporting template.
- Ensure record-keeping and reporting of minutes of School meetings related to program assessment.
- Act as the intermediator between the SSBS and the Director of Assessment. This includes communicating information from emails, meetings, etc. to deans, program directors, and faculty; communicating any issues related to programmatic assessment to the Director of Assessment; and helping to facilitate and/or implement changes.
- Support educational assessment elements of specialized/disciplinary accreditation efforts throughout programs and concentrations at both the undergraduate and graduate levels.
- Maintain physical facilities/resources
- Serve as primary contact for physical facility up-keep (e.g., copier, tech support, etc.), coordinating with Plant Services regarding Work Orders and facility needs
- Maintain Fees Lockbox and weekly transport money to cashier for deposit
- Maintain and order supplies and equipment for all SSBS JUTN Programs
- Part-time faculty support with SSBS
- Work with Program Directors to ensure development, distribution, and collection of part-time faculty contracts
- Oversee collection of syllabi at start of each semester; forward all SSBS syllabi to Provost’s office each semester
- Submit faculty Professional Development/CE reimbursement
- Facilitate orientation and maintenance of qualified part-time faculty
- On-boarding of SSBS part-time faculty
- Serve as liaison between SSBS and other departments regarding the hiring of adjuncts
- Ensure accurate employment information provided to other departments for recruitment of part-time faculty
- Develop and maintain appropriate training materials for new part-time faculty
- Ongoing support of part-time faculty
- Serve as liaison between part-time faculty and all other departments on campus
- Provide support to part-time faculty so that they can effectively fulfill their role at the university (e.g., coordinate travel needs, follow up with faculty for textbook selection processes, etc.)
- Collaborate with Program Directors to identify part-time faculty needs
- Provide administrative project support as assigned by the Dean
- Additional projects as time and work capacity allow, as assigned by the Dean
- A bachelor’s degree from a regionally accredited college or university.
- Demonstrated ability to communicate clearly and concisely both orally and in writing.
- Ability to relate effectively with students, administrators, faculty, and staff.
- Strong organizational skills, the ability to handle simultaneous projects, and the ability to respond quickly and accurately to inquiries and requests.
- Commitment to the diversity and intercultural goals of the School of Social and Behavioral Sciences.
- Willingness and capability to use Microsoft Office (Word, Excel), Zoom platform, Adobe and the ability to develop competency using Johnson’s LMS (Sakai).
Education and Experience
A bachelor’s degree in a social science, higher education, student development, or related field from a regionally accredited college or university.
Inside – prolonged sitting.
Equal Employment Opportunity Provider
Johnson University is a Christian university affiliated with Christian churches and churches of Christ. Its mission is to educate students for “Christian ministries and other strategic vocations framed by the Great Commission in order to extend the kingdom of God among all nations.” Accordingly, Johnson University seeks to hire and educate individuals who share its vision and core values to carry out that mission. Johnson University does not unlawfully discriminate in admissions, educational programs, or employment practices.
Johnson University does not discriminate on the basis of race, sex, color, national origin, age, veteran status, genetic information, political affiliation, or disability–if such disability may be accommodated without undue hardship—in provision of educational opportunities, programs and activities, or employment opportunities and benefits, pursuant to the requirements of Title VI of the Civil Rights Act of 1964 and subsequent amendments to that act, Title IX of the Educational Amendments of 1972 and subsequent re-authorization of that act, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990 and subsequent amendments to that act.
The University, however, reserves the right under those provisions to make certain employment decisions based on religion, marital status, or sex consistent with the University’s religious beliefs when establishing qualifications for certain positions. Further, as a Christian ministry, the University retains the right to select those who serve in ministerial positions, as that term has been defined by the courts in the context of the First Amendment to the United States Constitution, based on criteria established by the University without regard to Title VII, Title IX, or any other federal, state, or local law governing the employment relationship.