Assistant Manager of Administrative Services & Procurement

September 10, 2024

The Assistant Manager of Administrative Services & Procurement works with the Vice President for Administration and Finance (VPAF), the Controller, Finance Department Staff and other constituents, to coordinate the administrative and financial operations of Landmark College, helping to ensure the operational integrity and long-term financial viability of the College. The Assistant Manager’s duties include managing the purchase order and purchasing system including College-issued credit cards; directing the operation of the Landmark College mailroom including outgoing and incoming mail and package delivery; managing internal telephone account systems; and acting as liaison with the College’s property and liability insurance broker. The Assistant Manager of Administrative Services & Procurement is responsible for managing campus rentals to outside groups. The Assistant Manager of Administrative Services & Procurement supervises the College receptionist and provides support for the VPAF with other supervisory and management functions as assigned.

Specific Responsibilities:

• Directs and coordinates Business Office functions including telephone reception and general information; outgoing and incoming mail and mail distribution, package receiving and distribution, key sign-outs, and general supply ordering. 
• Directs and coordinates, with Accounts Payable, purchase order procedures, and conducts all general ordering, helping to assure timely order, receipt, distribution, and payment to vendors.
• Oversees the College’s telephone billing system.  Updates telephone information as well as the SharkNet directory for faculty and staff.
• Coordinates external vendor business relations for maintenance and repair of copiers and postage meters.  This includes oversight of contracts and conducting bids when contracts expire. Expense tracking is also required for these vendors.
• Maintains administrative records for the department including College contracts and service agreements, insurance portfolio, and related administrative material. 
• Responds to staff, students and their parents, outside vendors, and sales representatives answering questions and addressing a broad range of administrative and College-related issues and situations.
• Maintains relationships with suppliers, vendors, and contractors.
• Manages the College-issued credit card accounts and acts as the authorized representative for the College to change, maintain, add, and delete credit card users.
• Acts as liaison between the College and the College insurance broker for Liability, Property, Vehicle, and other insurance policies.  Works with the VPAF to determine annual insurance budget.  Maintains confidential records regarding insurance claims and legal actions.
• Manages leasing of campus spaces to external groups which includes coordination between academic and student affairs and facilities departments.  Creates lease agreements, submits facility work requests and invoices groups.
• Supervision of College Receptionist includes hiring duties, performance appraisals, work schedules and discipline.
• Participates in broad administrative and planning functions to support all College departments.
• Prepare reports and perform other related duties as requested to ensure the effective and efficient operation of the department.
• Maintains and upgrades technical knowledge and computer skills to stay current with new developments in technology to support work functions.  Annually reviews adequacy of computer hardware and software and provides input as to usefulness and appropriateness to existing administrative systems.
• Participates with department staff in planning department collaboration and workflow and cooperates with other department employees to complete time-critical or complex assignments.
• Reviews and makes recommendations to support department’s financial and internal controls.  Applies the department’s policies and procedures to promote efficient and well-managed business practices
• Maintains fixed asset records in Dynamics Great Plains.
• Performs other duties as assigned.

Required Qualifications and Skills:

Five years of increasing professional responsibility, experience, and outstanding practice of business office management, purchasing, supervision, customer relations, and other specific skill-sets necessary for the performance of this job. A strong knowledge of business office practices with an emphasis on purchasing. Demonstrated ability to complete assignments in a timely, effective manner. Strong analytical skills demonstrated both in thinking and problems solving. Strong leadership and inter-personal, supervisory, and organizational skills, including planning, work scheduling and staff coordination. Demonstrable ability to motivate staff and complete complex projects involving the interactions of a number of employee functions and coordination with other internal and external people. Ability to work independently, and direct the work of others, and to exercise sound professional judgment. Ability to communicate effectively both in speaking and writing. Ability to communicate with all College employees and represent Landmark College with distinction to a wide and varied audience including students, parents, colleagues, vendors and contractors. Ability to manage sensitive and confidential data and situations involving all constituents of Landmark College and the community at large. Must be proficient in the use of Excel, Word and Outlook. Accounting and Great Plains experience are desirable.

Physical Demands:

Ability to carry moderate heavy loads while negotiating doors and stairs may be required. Extensive computer use involving repetitive hand and wrist motion is required. Some travel may be required from time-to-time.

Working Conditions:

General office and campus environment. Duties require regular and sensitive interaction with management, students and their parents, faculty, staff, the general public, and vendors and contractors both in-person and via information technology.

• Staff