Hampton University’s Scripps Howard School of Journalism & Communications Resource Manager supports the administrative, organizational and clerical activities of the Office of the Dean. The Resource Manager serves as office manager for the Office of the Dean and is responsible for providing intermediate to advanced administrative and technical support, as well as the management of the Dean’s calendar, procurement of office supplies, and submission of expense reports and invoices, travel arrangements, event planning and other matters assigned by the Dean or Assistant Dean.

Job Duties:

Administrative Duties

• Perform general office/administrative tasks such as preparing correspondence for Dean’s signature; writing and composing grammatically correct memoranda; collating and assembling documents; accepting and delivering interdepartmental correspondence and other documents across campus, photocopying / emailing correspondence and reports.
• Maintain school budget accounts in Banner, preparing requisitions, and managing budget in coordination with Dean.
• Use principles of good customer service to answer telephone, screen, direct calls, take and relay messages accurately and provide adequate information to callers.
• Schedule appointments, co-ordinate meetings, maintain calendar both manually and electronically.
• Record and distribute minutes in designated meetings (e.g. monthly faculty meetings).
• Operate a computer to view, enter, edit, format, revise, print, process and distribute information; plan, create and produce a variety of written materials such as forms, correspondence, manuals, contracts, agreements, lists, charts, reports, records, schedules, templates, flyers, collateral materials and other documents of similar complexity.
• Prepare travel arrangements and appropriate documents for approval.
• Plan and organize school events in coordination with Dean, Assistant Dean and other assigned faculty.
• All other duties as assigned by the supervisor.

Office Management

• Act as first point of contact for visitors including ensuring they are welcome and directed to the correct location for meetings.
• Manage booking of the Scripps Auditorium.
• Monitor and maintain office equipment, monitor the availability of supplies and order as needed, control inventory relevant to reception area, order supplies by typing requisitions or ordering electronically, while maintaining an ongoing record of spending, transfers, waiving, etc. regarding budget.
• Keep office space and reception area organized and orderly.

Record Keeping

• Develop, update, and retrieve school data (e.g. list of enrolled students).
• Establish, maintain, and update electronic and physical files, records, accounts and other information as needed to support and document functional operations and activities.
• Log information into manual or automated systems; track and monitor progress or requests, actions, files, documents, programs, etc.; set up and maintain follow-up files.

Student Interactions

• Act as first point of contact with students in completing forms
• Manage work study students and assign tasks as necessary

  Other Duties

• Adhere to all University policies and procedures as it relates to faculty and staff conduct while maintaining an excellent attendance and punctuality habit.
• Maintain excellent verbal and written communication, and organization skills.
• Work collaboratively with school’s faculty and staff.
• Must be media savvy and possess a general understanding of the media industry and the University’s media enterprise.

 Qualifications:

The successful candidate must possess the following skill set:

• Excellent communication (fluent in English language) and organization skills.
• Ability to work well either independently or as part of a team.
• High energy and commitment to accomplishment.
• Must possess strong verbal and written communication skills.
• Preferably media savvy and possess a general understanding of the media industry and the University’s media enterprise.
• Willingness to support a diverse population of learners.
• Ability to work in a participatory and collegial setting, multitasking, and managing multiple projects effectively.
• A collaborative and congenial spirit.
• Proficiency in Microsoft Office
• Capability to adapt to new technologies.

 Requirements:

Bachelor’s degree or equivalent and three years of clerical/secretarial experience and/or training; or equivalent combination of education and experience.