Office of Student Engagement Office Manager and Program Coordinator

The Office of Student Engagement (OSE) at Whittier College is seeking an Office Manager and Program Coordinator.

The OSE Office Manager, under the director of the Director of Student Success and Belonging, supports the general management for approximately 40 student organizations, their budgets, operations and training. This position will also work to provide support to a diverse offering of programs and services, will assist in the oversight of student staff, and education of students in risk management and critical thinking, will establish and assess goals and objectives for their specialty areas, and will provide budget management for their specialty areas. As an office manager, this role also supports the operations of the office and its services with EMS and Engage.

The OSE Office Manager/Program Coordinator is a full-time position, the coordinator will provide guidance to student leaders particularly in the areas of leadership development, risk management and harm reduction, budgeting, and event planning or education.

Hours: varies
Exempt Status: Non-Exempt
Full Time/Part Time status: Full Time
Salary Range: $-$ per hour; Salary will commensurate with experience, skills, and knowledge.

Reports to: Director, Student Engagement
Location/Department: Whittier College / Office of Student Engagement

Position Duties and Responsibilities

Essential Functions of the Job

Programming

• Maintain the college-wide events calendar, EMS. Outreach to faculty and administrative departments for event coordination. Work with OSE to identify events to be listed in Engage. Assist in coordination and logistics for all new student orientations.
• Support the planning of excursion trips and manage bus rental for student club trips. Assist in planning and implementation of logistics for OSE signature events such as Student Activities Fair, Student Leader Training, craft Hour, and service projects such as blood, toy, can food drives, and voting registration campaigns.
• Contribute to departmental assessment by offering monthly and yearly data reports for engage/ems, budgets, and the activity release waiver process.
• Support OSE student employees in their program planning and advise on operations of student tasks.
• Oversee the commuter locker program and handle communication timelines for the program.

Office Management

• Serve as the office manager for the OSE ensuring all departmental functions and procedures are followed and documentation is kept in order. Reconcile billing/budgets for the OSE and its oversight of student clubs, organizations and councils including the program board and ASWC Senate. Serve as a resource to all student organizations regarding budgeting.
• Manage the communication and collaboration with Conference Events especially in oversight of Campus Center spaces and in EMS trainings/consultations. Create educational materials for all to effectively plan events in compliance with programming policies and use EMS.
• Work with student club vendors and maintain paperwork for insurance of vendors.
• Utilize engage to manage the activity release waivers and travel agenda and collaborate with trip leads to ensure release completion and communication.
• Support department in facilitating annual programs, specifically Student Life Awards.
• Utilizes time and resources to produce an acceptable amount of work during normal work hours and commensurate with job expectations. Plans and prioritizes work effectively and in an organized manner. Employee is punctual, dependable, demonstrates creativity, takes initiative and works within established time frames.
• Is respectful and tactful. Works well with other employees and College service
• providers in a positive and cooperative team spirit to achieve common objectives.
• Remains responsive, flexible and open minded at all times when working with others.
• This role is based on campus and requires regular, in-person attendance.

Non-Essential Functions of the Job

• Collaborate within the Division of Student Life to ensure a student-focused approach and to support procedures and protocols that intentionally enhance collaboration across campus.
• Attend division-wide meetings.
• Other duties as assigned by the Director of Student Engagement or designee.

Position Specifications and Requirements

• Bachelor’s Degree in related field preferred.
• Demonstrate an understanding of equity and social justice principles, a personal demeanor that inspires collaboration within the division of Student Life and throughout the campus and community, and a penchant for continuous learning and improvement.
• Experience with student organization advisement and leadership and event management preferred.