Office Manager, Office of the Chaplain

External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website. 

A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

Under minimal supervision, the Office Manager supervises the operations of the Office of the Chaplain. The Office Manager performs a variety of duties, which may include, but are not limited to, the management of departmental spending, management of administrative staff and students, organization, and coordination of all administrative functions that assist the department with daily operations. The Office Manager will provide support to a unit that manages responses from the campus community who may experience crisis situations, requiring sound judgment, a high level of independent thinking, empathy, discretion, and confidentiality. In addition, the Office Manager provides administrative support to the department director and staff to keep the office operating efficiently and reliably. The Office Manager will occasionally work outside of normal business hours in support of signature programs or in response to campus crises.

Job Description

Essential Functions:

Administrative Tasks

• Manages all daily operations of the Office of the Chaplain, including opening and closing the office space.

• Monitors overall department spending to ensure fiscal responsibility; manages minor bookkeeping and incoming revenue; monitors budgets and codes expenses; maintains and reconciles detailed budgets for multiple accounts (gift accounts, operating expenses, and funding related to student organizations); provides timely and accurate reports of budget status; and coordinates annual departmental budget and assists with accurate expense projection.

• Primary administrative oversight for Chaplains’ Emergency Fund (CEF), including applying policies and procedures, application intake, record keeping, and disbursement of funds.

• Stays informed of current and upcoming financial policies and procedures and communicates relevant information to staff and Religious Life Professionals as required.

• Provides administrative support to the director and staff, including some clerical tasks integral to the day-to-day functioning of the department, in collaboration with administrative support.

• Manages flow of visitors in the office and effectively handles high volume of traffic in the waiting room, while communicating sensitive information from visitors and protecting visitors’ privacy.

• Responds quickly and professionally to crises and potential emergencies both in-person and on the phone.

Staff Management

• Manages the Administrative Assistant, student workers, and temporary staff.

• Assists with onboarding new staff and Religious Life Professionals.

Facility Management

• Creates a welcoming environment where students, parents, faculty, staff, and other visitors feel comfortable.

• Manages departmental spaces and infrastructure including appearance, supplies, purchasing, security and access, computer networks and equipment, phones and voicemail, calendar and scheduling, etc.

Communication and Coordination

• Oversight for office website updates and changes.

• Serves as the initial point of contact for the department.

Project Management

• Assists staff with logistical and organizational support for meetings, presentations, and departmental and University projects.

• Manages and facilitates events that require contact with various departments and University staff and the public.

Other Functions:

• Other duties may be assigned.

Required Education, Knowledge, Skills, Abilities:

• Associate’s degree from an accredited college or university.

• Two or more years of office management or related experience or an equivalent combination of education and experience. 

• Two or more years of experience with the Google Workspace platform.

• One or more years of experience in budget management.

• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment. Willingness to work on a multifaith team and serve stakeholders with various religious, spiritual, and secular worldviews.

• Strives to provide compassionate, kind, fair, and respectful customer service to both internal and external stakeholders, especially those in crisis, in support of the University motto, Pro Humanitate.

• Excellent verbal and written communication skills.

• Excellent organizational skills.

• Sound judgment, with a high level of independent thinking, empathy, discretion, and confidentiality.

• Detail-oriented, with the ability to successfully manage multiple projects simultaneously.

• Schedule flexibility, as the position may sometimes require work outside the normal business hours.

Preferred Education, Knowledge, Skills, Abilities:

• Bachelor’s degree from an accredited college or university.

• Three or more years of office management or related experience or an equivalent combination of education and experience. 

• Three or more years of experience in budget management, event planning, or related experience.

• Three or more years of experience with Google Workspace, Workday, and/or Microsoft Office.

• One or more years of pastoral care experience.

• Proficiency in the use of social media platforms.

Accountabilities: 

• Financial management responsibilities.

• Reports to the University Chaplain.

Physical Requirements:

• Remain in a stationary position, often standing or sitting for long periods.

• Repetitive motions that may include wrists, hands, and/or fingers.

• Communication with others to exchange information.

• Assess the accuracy, neatness, and thoroughness of the work assigned.

• Occasionally moves about to accomplish tasks or moves from one worksite to another.

• Occasionally adjusts or moves objects in all directions.

• Occasionally adjusts or moves objects up to 10 pounds.

Environmental Conditions: 

• Sedentary work that primarily involves sitting or standing.

• Occasionally in outdoor elements such as precipitation and wind.

Additional Job Description

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.  

 

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.