Staff Opening

Office Manager

Job Title

Office Manager

Department

Operations/Administration

Reports to

Vice President of Operations

Classification

Exempt, full-time, 40 hours/week

About Zaytuna College

Zaytuna College is America’s first accredited Muslim liberal arts college that offers undergraduate and graduate degrees. A central goal of the College is to reintegrate the once vital and influential voice of Muslim thought and erudition back into the ongoing conversation of great ideas, which is informed largely by shifting Western values, and to do so within the context of our new, globalized society and in the manner articulated by the College’s mission statement: “to educate and prepare morally committed professionals, intellectuals, and spiritual leaders, who are grounded in the Islamic scholarly tradition and conversant with the cultural currents and critical ideas shaping modern society.”

Position Summary

The office manager performs essential college administrative functions, such as supporting general campus operations, internal communication services, office supply management, office equipment maintenance, procurement and shipping administration, hospitality, and document management. Additional routine responsibilities beyond standard office management include event coordination and campus bookstore assistance.

Essential Functions

Office Management (50%)

  • Provide clerical support to facilitate efficient and effective office operations in multiple forms, including document preparation, meeting minutes, scheduling, procurement, research, data analysis, and other project management.

  • Organize and maintain college reference documents for distribution among employees, contractors, volunteers, students, or board members.

  • Maintain functions that support strong communications among offices and with the public, such as maintenance and monitoring of the campus directory, phone and voicemail systems, and various modes of communication with the public.

  • Manage the campus mailroom and support the occasional packaging and shipping needs of other departments, including the bookstore, publications, and college events.

  • Manage and procure relevant assets that directly support office operations, such as printers, phones, and other office supply and safety equipment. Research and review pricing and vendor proposals, as needed.

  • Manage internal college event calendar and facility usage reservations.

  • Serve as the first point of contact for members of the public and coordinate campus visits and tours.

  • Serve as a secondary point of contact for special guests to ensure high-quality hospitality.

  • Serve as a member of event management committees and other college committees when requested.

  • Provide administrative support to the Covid-19 Task Force, such as tracking information, maintaining files, and writing internal communications.

Event Coordination (30%)

  • Serve as the primary internal contact to manage and coordinate small on-campus events, such as campus lectures or assemblies, virtual programming, marketing video setups, board meetings, and student activities.

  • Support the event manager or other contracted event specialists with large college events in Berkeley or occasionally in other US cities, such as commencement, fundraising events, and public programs.

Campus Bookstore Assistance (20%)

  • For occasional shifts, perform standard duties of a customer salesclerk by assisting customers, operating the cash register, and answering the bookstore’s phone and email inquiries.

  • Support the bookstore manager in fulfillment, packaging, and shipping of online orders.

  • Support the bookstore manager in store maintenance, including merchandise displays, store appearance, inventory management, receiving shipments, and performing account reconciliations. 

Supervisory Responsibilities

Occasional oversight of bookstore and event volunteers and/or staff.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Duties, responsibilities, and activities are subject to change, preferably with adequate notice.

Required Skills/Competencies

  • Excellent multitasking, organizational, and time management skills.

  • Excellent interpersonal and internal/external customer service skills.

  • Excellent verbal and written communication skills.

  • Excellent research skills.

  • Resourceful with an ability to work independently.

  • Proficiency with Microsoft Office Suite, particularly Word, Excel, and PowerPoint.

  • Knowledge of office management and procurement policies and procedures.

Required Education and Experience

  • Minimum education of a bachelor’s degree or equivalent, preferably in an administrative-related field.

  • Relevant professional experience of two or more years, preferably at a nonprofit or educational institution. 

Preferred Education and Experience

  • Experience in event management.

  • Experience working with college students.

  • Experience working at a religious organization.

Work Environment

This position operates in a combination of an office setting, the bookstore, the various areas where campus events are held (event halls, board rooms, outdoors), and off-campus locations to facilitate office management, such as postal and shipping facilities. The job routinely uses technology, including computers, audiovisual equipment, and telecommunications systems.

Physical Demands

  • Sitting at a desk, working on a computer, and/or standing for prolonged periods.

  • Lifting up to fifty pounds, climbing stairs/ladders, bending and stooping.

Expected Hours of Work

This is a standard workweek position that requires working some evenings and weekends.

Travel

This position requires 10%–15% travel time; some out-of-the-area and overnight travel can be expected. 

Additional Eligibility Qualifications

• Legal authorization to work in the United States

• Successful completion of a background check

• Valid US driver’s license

Zaytuna College is an equal opportunity employer