Office Manager - Culinary Arts

University of Alaska Fairbanks

Fairbanks, AK

ID: 7067572
Posted: July 8, 2020
Application Deadline: Open Until Filled

Job Description

Position Summary:
UAF's Community and Technical College is seeking an energetic Office Manager to provide and oversee administrative support as part of the education and workforce development team within our Culinary Arts and Hospitality program.
BOREALIS BISTRO MANAGEMENT - Lead in the operation and promotion of CTC's Borealis Bistro. - Work with CTC Marketing to advertise the Bistro schedule and prepare weekly menus for use during Bistro operation.. - Manage Bistro reservation system, guest reservations and organize paperwork for efficient flow when guests arrive to be seated. - Operate as cashier, prepare cash drawer in accordance with Bistro cash handling process and update POS as needed. - Coordinate with program faculty regarding assignment of other positions to support Bistro operation and academic instruction. - Reconcile daily receipts and prepare deposits in accordance with UA Regulations. - Assist at the Bistro as needed, (e.g. hostessing, taking orders, clearing tables, etc.).MANAGE PROGRAM EQUIPMENT MAINTENANCE AND REPAIR - Take a lead role, in consultation with program faculty, managing and coordinating needed maintenance and repair of commercial kitchen and food service equipment used within the Culinary Arts program. - Enter and track work orders for the maintenance and repair of program equipment, arrange for maintenance and repair as needed and follow-up as necessary to ensure maintenance and repairs are completed in a timely manner. - Keep supervisor and program faculty advised of the status of program equipment maintenance and repair work orders. - Track program equipment inventory and maintain information about program equipment related to age and anticipated replacement.OFFICE MANAGEMENT - Provide front-line customer service and communication to students, the public and program partners. - Meet and assist students, faculty, staff, and visitors. - Receive, screen and route telephone calls and emails, and take messages when necessary. - Maintain departmental calendar to keep program faculty and students advised of deadlines. - Work together with faculty in maintenance and/or monitoring of faculty schedules as appropriate to facilitate arranging meetings and scheduling appointments. - Lead and set priorities for Culinary Arts & Hospitality student and program assistants, in consultation with the Program Coordinator. - Maintain inventory of office and instructional supplies. - Receive, sort and distribute mail and other materials to faculty, staff and students. - Prepare outgoing mail and receive/send shipments/packages. - Act as key operator for office machinery. - Identify building work order needs and follow established CTC procedures to get work orders submitted.SCHOLARSHIP DINNER COORDINATION - Lead the coordination of the annual Culinary Arts Scholarship Dinner. - Determine budgets and work closely with CTC’s executive officer to ensure all charges have the proper account codes and all required paperwork and permits are complete. - Work with the CTC fiscal office to secure all necessary paperwork from vendors and ensure policies are followed and vendors are paid properly and timely. - Organizing all key players necessary to successfully plan and carry out the event. - Establish and follow timelines and assist others in doing the same. - Maintain contact list of past and potentially new attendees. - Prepare invitations, secure addresses, mail invitations and track RSVPs of invitees. - Work with CTC Marketing to publicize the event. - Arrange the availability of audio-visual equipment, transportation, displays, and other event needs. - Secure donations and auction items and prepare appropriate paperwork for names, addresses, item descriptions, and fair market value for IRS reporting of donations. - Monitor event activities in order to ensure compliance with applicable regulations and laws. - Ensure that all volunteers, donors, and attendees receive timely and proper acknowledgement by preparing and sending thank-you letters from the Culinary Arts department upon completion of the event. - Follow and carry out preparation of pre and post event forms per UA Foundation guidelines. Keep financial records of all income and expenditures to report net gains to UA Foundation. - Conduct post-event evaluations with applicable individuals to determine how future events could be improved.BUDGET MANAGEMENT AND PURCHASING/RECEIVING - Keep supervisor, program faculty, and CTC fiscal office advised of the status of departmental accounts. - Verify and reconcile ProCard statement to departmental soft ledgers for CTC fiscal office approval. - Assist and participate in program budget development and planning. - Maintain and verify credit card statements and contact vendors to correct errors. - Track and analyze expenditures to understand the costs of the Culinary program and to make the best purchasing decisions to ensure efficiency in budget control while adequately supplying the needs of the program. - Track and report trends of costs and quality of products to supervisor and fiscal office to most economically meet the demands of the program. - Provide current and historical budget and expenditure data to assist in the development of expenditure projections, revenue forecasts, and the completion of budget documents. - Lead established purchasing/receiving process to ensure that over 150 different products required for weekly instruction are available prior to the start of each class. - Manage product/supplies inventory and ordering of supplies, products and equipment needed for instructional and operational needs. - Call in, email or submit internet orders as needed to support instructional and operational needs. - Act as departmental expeditor for obtaining supplies, products and equipment from local vendors as needed. - Receive, audit invoices, and review deliveries of supplies, products and equipment. - Enter purchase requisitions, blanket purchase orders, etc. with appropriate backup paperwork on Banner and prepare and track limited purchase orders in coordination with the CTC fiscal office. - Research charges and, when needed, initiate JVs and submit them to the CTC fiscal office for approval.ACADEMIC PROGRAM SUPPORT - Respond to students with inquiries about CTC programs; send information; direct them to program faculty, advisors and websites; and follow up to ensure inquiries have been answered to the student's satisfaction. - Provide support to facilitate advising, such as scheduling advising appointments for students with program faculty, maintaining program student files, printing student transcripts, maintaining advising materials. - Assist students with course registration and university application processes. - Prepare academic course schedules in accordance with Academic Course Scheduling Guidelines to meet deadlines. - Prepare paperwork for course changes, addition to schedules, and cancellations as necessary. - Work with CTC human resources office to assist in the hiring of adjunct faculty, program assists, and student employees. - Compile and input instructor and course information into database for contract generation and distribution each semester. - Request rooms and special equipment for instructional needs. - Prepare textbook orders and order desk copies for faculty. - Work with program faculty and CTC Student Assistance to assist students with processing paperwork (e.g. application to UAF, petitions, grade changes, change of major, etc.). - Collect, organize and retain documents, reports, and other program information relevant to program operations (e.g. approved curriculum, course syllabi, program protocols/procedures, program data, accreditation information/contacts, current textbooks in use, specialized program equipment). - Follow and carry out established processes to support student evaluations of instruction and retain departmental copy of statistics/data for instructors pertaining to student evaluations of instruction. - Take a lead role in communicating semester deadlines to faculty. - Assist in preparation of program support materials (e.g. departmental brochures, advising documents, course fliers and schedules). - Facilitate connection between full-time and adjunct faculty and CTC central support services available (e.g. IT Services, Human Resources, Student Services). - Assist program faculty in preparing reports (e.g. program review, outcomes assessment) and curriculum proposals (e.g. new courses, major/minor course changes, program changes). - Assist program faculty to draft/ type/proofread correspondence, forms, and documents. - Assist program faculty with course support (e.g. copy instructional materials for class handouts, organizing course materials).


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