The PIC Office Manager is responsible for managing the general operations and administrative functions for the PIC team. These responsibilities include managing requisitions and invoices, supporting budget tracking, supporting team HR processes, supporting logistics for program workshops and events, and supporting Executive Director and Chief Program Officer, as needed. To support PIC’s overall strategy and growth, the Office Manager may support key internal strategic initiatives, such as marketing, recruitment, and events. In this role, the Office Manager will interact with PIC participating leaders and program partners such as vendors, funders and district leaders. The Office Manager reports to the PIC Director of Strategic Initiatives and Talent.

Work nights, early mornings, and weekends as necessary to attend meetings and events, requires at least 2-3 days per week of in-person work (on campus or at various locations around the DFW metroplex).

Job Duties

Budget, Finances and Office Operations

• Managing, tracking, and allocating expenses and payments on a monthly basis and provide Executive Director with a monthly report, including training and managing team to complete necessary steps needed for budget tracking
• Manage all payments and requisitions with external vendors by working with facilitators and university procurement department, maintaining a positive relationship with all partners
• Support Executive Director in managing all revenue transactions, e.g. district and partner invoices and contracts and funder grants, ensuring districts and partners make timely payments to PIC for services and that PIC revenue streams are properly accounted for, including timely check deposits as needed
• Manage organizing and stocking the PIC office as needed and in compliance with university policies and requirements
• Ensures new and existing staff have needed equipment, access to technology and clearance to shared work spaces (physical and digital)
• Manage shared office space to achieve efficient and organized use of space
• Manage internal and external Request for Proposal (RFP) processes

Program Recruitment & Workshops

• Execute all logistics for alumni initiatives as needed for workshops, council meetings, and program events
• Support logistics and set up for all organizational events & workshops as needed to ensure a high-quality experience for PIC program participants
• Execute logistics and set up for internal team meetings and retreats
• Support planning and attend participant recruitment events, including executing logistics for PIC interview days for prospective participants and external evaluator partners

Calendar & Contact Management

• Support Executive Director with individual calendar, e.g. scheduling team meetings and external meetings as needed
• Coordinates with team members to pull contact lists and reports as needed for emailing and mailing campaigns
• Monitor and manage PIC admin email in collaboration with PIC program managers

Communications & General Support

• Build rapport with diverse program partners, university departments, and vendors, to maintain and sustain PIC’s community trust and respect, and to increase efficiency and effectiveness
• Support clean-up and organization of department’s shared documents and drives
• Support marketing by accurately communicating and raising awareness about PIC and to demonstrate PIC’s commitment to high quality adult learning and innovation in school leadership, e.g. creating social media content and organizational videos as needed
• Support managing all team ePar and other university HR processes as needed

Minimum Qualifications             

• Bachelor’s degree preferred
• Minimum 2 years work experience, preferably in finance, marketing, project management, and administrative support
• Experience working in education or non-profit environments preferred
• Experience working in and maintaining an office space

Knowledge, Skills and Abilities

• Ability to manage budget tracking
• Expertise with Microsoft Excel and Powerpoint
• Working knowledge of creative graphic design programs like Canva and Adobe Illustrator
• Ability to create reports in MS Powerpoint
• Strong writinThe PIC Office Manager is responsible for managing the general operations and administrative functions for the PIC team. These responsibilities include managing requisitions and invoices, supporting budget tracking, supporting team HR processes, supporting logistics for program workshops and events, and supporting Executive Director and Chief Program Officer, as needed. To support PIC’s overall strategy and growth, the Office Manager may support key internal strategic initiatives, such as marketing, recruitment, and events. In this role, the Office Manager will interact with PIC participating leaders and program partners such as vendors, funders and district leaders. The Office Manager reports to the PIC Director of Strategic Initiatives and Talent.

  Work nights, early mornings, and weekends as necessary to attend meetings and events, requires at least 2-3 days per week of in-person work (on campus or at various locations around the DFW metroplex).

  Job Duties

  Budget, Finances and Office Operations

  • Managing, tracking, and allocating expenses and payments on a monthly basis and provide Executive Director with a monthly report, including training and managing team to complete necessary steps needed for budget tracking
  • Manage all payments and requisitions with external vendors by working with facilitators and university procurement department, maintaining a positive relationship with all partners
  • Support Executive Director in managing all revenue transactions, e.g. district and partner invoices and contracts and funder grants, ensuring districts and partners make timely payments to PIC for services and that PIC revenue streams are properly accounted for, including timely check deposits as needed
  • Manage organizing and stocking the PIC office as needed and in compliance with university policies and requirements
  • Ensures new and existing staff have needed equipment, access to technology and clearance to shared work spaces (physical and digital)
  • Manage shared office space to achieve efficient and organized use of space
  • Manage internal and external Request for Proposal (RFP) processes

  Program Recruitment & Workshops

  • Execute all logistics for alumni initiatives as needed for workshops, council meetings, and program events
  • Support logistics and set up for all organizational events & workshops as needed to ensure a high-quality experience for PIC program participants
  • Execute logistics and set up for internal team meetings and retreats
  • Support planning and attend participant recruitment events, including executing logistics for PIC interview days for prospective participants and external evaluator partners

  Calendar & Contact Management

  • Support Executive Director with individual calendar, e.g. scheduling team meetings and external meetings as needed
  • Coordinates with team members to pull contact lists and reports as needed for emailing and mailing campaigns
  • Monitor and manage PIC admin email in collaboration with PIC program managers

  Communications & General Support

  • Build rapport with diverse program partners, university departments, and vendors, to maintain and sustain PIC’s community trust and respect, and to increase efficiency and effectiveness
  • Support clean-up and organization of department’s shared documents and drives
  • Support marketing by accurately communicating and raising awareness about PIC and to demonstrate PIC’s commitment to high quality adult learning and innovation in school leadership, e.g. creating social media content and organizational videos as needed
  • Support managing all team ePar and other university HR processes as needed

  Minimum Qualifications             

  • Bachelor’s degree preferred
  • Minimum 2 years work experience, preferably in finance, marketing, project management, and administrative support
  • Experience working in education or non-profit environments preferred
  • Experience working in and maintaining an office space

  Knowledge, Skills and Abilities

  • Ability to manage budget tracking
  • Expertise with Microsoft Excel and Powerpoint
  • Working knowledge of creative graphic design programs like Canva and Adobe Illustrator
  • Ability to create reports in MS Powerpoint
  • Strong writing and editing skills
  • Strong communication and interpersonal skills
  • Strong organization skills, ability to manage multiple projects/initiatives
  • Commitment to excellence
  • Believes that feedback is a gift, and is eager to grow and be challenged
  • Extremely detail-oriented and organized
  • Strong problem-solving skills
  • Some work at night, early morning, or on weekends is required to attend meetings and events, requires at least 2-3 days per week of in-person work (on campus or at various locations around the metroplex)

  g and editing skills

• Strong communication and interpersonal skills
• Strong organization skills, ability to manage multiple projects/initiatives
• Commitment to excellence
• Believes that feedback is a gift, and is eager to grow and be challenged
• Extremely detail-oriented and organized
• Strong problem-solving skills
• Some work at night, early morning, or on weekends is required to attend meetings and events, requires at least 2-3 days per week of in-person work (on campus or at various locations around the metroplex)

Apply online at https://jobs.untsystem.edu/postings/63168