Office Manager – Architectural Services and Facilities

Office Manager – Architectural Services and Facilities

Who We Are

At Vincennes University, our goal is to provide a positive work experience for all employees. We offer an environment in which employees are recognized, rewarded, and encouraged to grow personally and professionally.

At Vincennes University, you’ll have the opportunity to work with great people, tackle big challenges, and make a real impact. All departments work together as part of a team dedicated to student success, and everyone’s contribution and ideas are valued and welcome.

VU is a diverse community whose members all share a responsibility for supporting the University’s mission and are respected for their contributions. We empower people to connect with one another, build community, and do work that is meaningful for them, for our institution, and our students.

What You’ll Do

Ø The Architectural Services and Facilities Office Manager is an energetic, self-directed individual capable of handling a wide range of administrative and executive support tasks with minimal supervision. This role is crucial for organizing and maintaining all facilities project documents, streamlining operational procedures, and effectively managing relationships with vendors, multiple campus locations, and other external partners.

How You’ll Succeed

Key Responsibilities:

• Operational Management: Organize and optimize architectural services and facilities office operations and administrative procedures. Assist in the oversite of the physical plant front office procedures and operations.
• Planning & Compliance: Assist in the maintenance and administration of facilities usage and maintenance plans.
• Financial Oversight & Vendor Relations: Assist in financial account reviews and organization. Manage relationships with vendors, service providers, and contractors, ensuring timely invoicing and payment processing.
• Strategic Involvement: Contribute to departmental goals and objectives concerning current and future business practices and management strategies.
• Document & Project Administration: Generate, edit, prepare, and track essential project and construction documentation, including bid documents, purchase orders, contracts and invoices.
• Communication & Coordination: Coordinate communication and disseminate information effectively to management, vendors, and University personnel regarding activity status and general updates.
• Records Management: Maintain and organize comprehensive project files, including contracts, purchase orders, and vendor/supplier invoices.
• Budgeting & Reconciliation: Manage and reconcile project budgets within the general ledger system.
• Departmental Support: Execute other duties as assigned to ensure the efficient operation of the architectural services and facilities department.

What We’re Looking For

• · Associate Degree in Accounting, Business Administration or directly related field, construction office experience preferred, and advanced experience with Microsoft Office products.
• · Excellent communication (verbal and written) skills, organizational and time management skills, and the ability to work independently and meet deadlines.
• · Proven ability to perform efficiently and maintain accuracy in a fast-paced, high-demand work environment.
• · Ability to work with a team and be a contributing team player.
• Commitment to serving our students, staff and faculty.

Bonus Points

· Relevant experience in a construction office.

Additional Information

· This position is a full-time position which entails a 75-hour work week for a bi-weekly pay period. It may require some additional hours as needed for coverage.

Vincennes University is an accredited, equal opportunity / affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age, or veteran status. As required by Title IX of the Education Amendments of 1972 Vincennes University does not discriminate on the basis of sex, including sexual harassment, in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College's Title IX Coordinator or to the US Department of Education Office of Civil Rights.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

· Able to sit for long periods; may require lifting of files

Interested applicants should submit a Vincennes University application, cover letter, resume/cv, and full contact information for three professional references.