Office & Outreach Manager - Equestrian Studies

Job Title: Office & Outreach Manager - Equestrian Studies

Department: School of Equestrian Studies

Reports To: Dean of Equestrian Studies

Job Type: This is a full time, exempt position.

General Description:

This position is responsible for oversight of office management procedures and operations assisting the Dean of Equestrian Studies with the day-to-day functioning of the School of Equestrian Studies, interacting with students, faculty, staff and visitors; receiving and responding to inquiries by phone and correspondence; typing and filing correspondence; scheduling meetings; compiling invoices for payment; assisting with training and supervising student workers’ and assisting with other various duties as designated by the supervisor. This position is the logistics coordinator for outside events, summer programming and community outreach programs and activities associated with the School of Equestrian Studies.

Essential Duties and Responsibilities:

• Representative for School of Equestrian Studies, answering incoming calls on horse donations, horse sales, prospective students, upcoming events, and general horse and university information queries.
• Process horse donations, leases and dispersals.
• Maintain horse files including veterinary and farrier work, leases, current Coggins, etc.
• Process purchase orders and maintain divisional budget standings.
• Management of office equipment including copiers, fax, computers and printers, etc.
• Maintaining inventory and ordering of supplies for division (including academic, office and equine).
• Assist in employment paperwork and timecard management for student workers, and temporary employees, and special event payments.
• General secretarial duties, including mailings such as donation packets, contracts specific to special events held at the facility, and other requested correspondence.
• Developing documents as requested, such as articulation agreements, surveys, student evaluation reports, etc.
• Provide leadership in developing and improving office services and communication within the division
• Supervise ordering and stocking of horse and maintenance supplies, inventory from donations, and medications.
• Develop summer programming opportunities that serve to recruit, educate, and support revenue generation
• Support outreach media by assisting in generating content and assets
• Support division events such as on-campus horse shows and clinics.
• Contributes to the effort of the university by performing other duties as assigned.

Position Requirements:

• Bachelor’s degree, minimum 2 years administrative and barn/stable experience, and familiarity with IBM, Microsoft Word, and Microsoft Excel required. Able to operate standard office equipment (computer, copier). Excellent interpersonal and organizational skills. Problem-solving capabilities. Knowledge of horses and the horse industry is required. Demonstrated ability to work independently and as a team member. Experience in an academic or equine setting will be given priority.

• Ability to enter information and process reports from the Jenzabar system.
• Ability to enter and manage data unique systems including USDA, USEF, Stable Secretary etc.
• Ability to communicate effectively with faculty, staff, students and parents by phone and in person.
• Ability to deal with the environment at the stables and animals.
• Ability to competently handle horses is desirable.
• Ability to operate farm equipment, including tractors, is desirable.
• Ability to drive a truck and two horse trailers and haul horses.
• Ability to read, write and speak the English language effectively.
• Ability to sit and/or talk on phone for long periods of time.
• Ability to draft correspondence as required.
• Ability to comprehend written guidelines.
• Ability to work in a fast paced and stressful work environment dealing with numerous interruptions
• Ability to travel occasionally by car.
• Ability to use a computer system and to accurately input data into a system.
• Above average mathematical and calculation skills and relevant software.
• Possess word processing skills.
• Ability to establish and maintain effective working relationships with staff, faculty, and students.

Typical Physical Demands:

• Ability to climb up and down stairs numerous times throughout the day with or without carrying supplies, documents, etc.
• Ability to lift 50 pounds.

Work Schedule:

This is a full-time, exempt position. Occasional night and weekend work required.

Compensation: $40,000 - $45,000

William Woods University is an independent institution chartered by the State of Missouri with main campus facilities in Fulton, MO. It has been operating continuously since 1870, taking its current form as a coeducational university with undergraduate and graduate programs in 1993. Today, William Woods draws approximately 2,000 undergraduate and graduate students from 35 states and approximately 11 foreign countries. William Woods has been ranked as a Top 100 Midwest University by U.S. News and World Report, and has been recognized for the quality and affordability of its online degree programs. With a full liberal arts curriculum, William Woods also offers a strong professional tradition, with nationally ranked programs in Equestrian Studies and American Sign Language. Its graduate education program figures strongly in the administration and leadership of Missouri's state school system. William Woods University is governed by a self-perpetuating board of trustees, and remains committed to serving the public good by helping students link intellectual development with the responsibilities of citizenship and professional life.

William Woods University is an Equal Opportunity Employer