Pacific College is seeking a dynamic individual for the onsite, full-time position of Office & Facilities Manager at our Chicago campus.
General Job Summary:
The Office & Facilities Manager embodies one of the first impressions of Pacific College Chicago. They will meet and greet incoming guests, students, staff, and faculty at our small downtown campus (enrollment of 200 students) and direct them to team members while providing excellent customer service. This position will also manage our bookstore ordering, inventory, and sales to help process tuition and other student payments. During slow times, the Office & Facilities Manager also assists with administrative support for the Campus Director, Admissions team, and Registrar.
Key Responsibilities
Oversees/Supervises Front Desk Receptionist:
- Ensures high-level of customer service
- Backs up the receptionist when out or away from her desk to by answering calls and upholds the following when doing so:
- Direct inquiry questions to the appropriate department or staff person.
- Greets all walk-in customers and directs them to the appropriate department or staff person.
- Accept tuition payments and complete book sales.
- Assists with distribution of student IDs.
- May perform opening/closing duties.
- Receives deliveries and notifies staff and/or faculty members to pick up.
- May distribute memos and mail as well as other communications to faculty, staff, and students via mailboxes.
- Makes copies or scans files as requested.
- Maintains neat, organized work, bookstore, and administrative entry area.
- Orders and issues student U-Passes. Reviews and approves U-Pass invoices.
- Maintains and balances petty cash for the Administration Office to reimburse office expenses incurred by administration staff; maintains, reconciles, and requests replenishment of petty cash.
- Coordinates and monitors office operations and procedures to ensure college needs are met daily.
- Plans goals/objectives for office operations and identifies resources (staff, equipment, funds) required for optimum functioning of office.
Communications and Event Planning:
- Assist with creating and posting flyers on campus and removing outdated postings.
- Manage and updates TV monitors with important school information.
- Updates/maintains ComFeed announcements page and calendar.
- Annual Commencement Ceremony: Leads Graduation Team to coordinate annual commencement ceremony.
- Organizes birthday/anniversary luncheons, campus outings, and holiday gatherings.
Facilities Support:
- Works with building management for temperature control and repair orders.
- Contacts vendors/service providers as needed.
- Ensures campus furnishings (desks, chairs, tables, massage tables, etc.) are in good working order or seeks to have repaired. May perform minor repairs as needed.
- Ensures campus is kept well maintained, clean and organized. Spot cleans, as necessary.
- Updates classroom set-ups as needed (table, chairs, layout).
Campus Supplies:
- Orders college campus supplies to support the entire campus and bookstore.
- Receives book/supply orders and compares packing slips/invoices, of deliveries, to purchase orders for books and bookstore supplies.
- Oversees bookstore inventory informing supervisor of discrepancies. Completes an annual inventory report every December.
- Manages QuickBooks database for bookstore. Sends reports to accounting as needed.
- Reconciles receipts for all office, bookstore, and campus director purchases on college credit card through bank expense management website.
- May organize sales on recommended and older edition books or other bookstore items.
Campus Security:
- Orders, issues and tracks key cards for students, faculty and staff granting the proper access as needed and removing when someone leaves the college.
- Add visitors to the guest list when necessary.
On-Ground IT Basic Support:
- Assist staff and faculty with basic on ground IT equipment support (replacement cables, laptops, mouses, etc.)
- Liaises with IT to help facilitate technical support where a physical presence is necessary to help IT identify and resolve issues.
- Coordinates with IT to ship Chicago IT equipment to other locations.
- Manages the campus laptop and tablet lending program.
- Assist students with borrowing a laptop/tablet kit by ensuring all necessary paperwork is filled out.
- Manages/tracks laptop/tablet inventory
- Follows up with students who are beyond the return date
Qualifications and Skills:
- High school diploma or equivalent required; College degree preferred.
- Minimum of 3-5 years of experience in relevant administrative or office coordination experience.
- Previous experience supervising others preferred.
- Proficient skills and experience with Microsoft Office Suite (including Word, Excel, PowerPoint, Teams, Outlook) while adaptable and eager to learn new software.
- Excellent customer service skills with a strong commitment to providing positive experience for students, staff, and visitors.
- Strong written and verbal communication skills with the ability to interact effectively with all individuals.
- Ability to manage multiple tasks accurately and meet deadlines despite interruptions.
- Effective organizational, time management, and problem-solving skills.
- Ability to work well independently as well as within a team.
Salary Expectations: $22.00 – $23.50 per hour
Application Instructions: To apply, please submit a cover letter and resume to Dave Frech, at [email protected]. The application deadline is October 31, 2025.
Work Environment: The work environment characteristics are representative of those an employee encounters while performing essential functions of the job in a typical office/workstation situation. Able to work sitting or standing at a desk and operate a computer using keyboard and reading information on a monitor. Reasonable accommodation may be made to accommodate individuals with disabilities to perform the essential functions.
We offer the opportunity to work with a dynamic team of holistic, caring professionals. We are committed to creating a diverse community of faculty, staff, and students. Pacific College of Health and Science is an Equal Opportunity Employer. The College celebrates diversity and is committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, age, sex, national origin, disability status, genetic information, protected veteran status, sexual orientation, pregnancy, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Applicants are considered based on their qualifications for the position.
Pacific College of Health and Science is one of the oldest and largest accredited institutions training professionals in integrative and traditional Chinese medicine to include acupuncture, holistic nursing, massage therapy, herbal medicine, and medical cannabis. Founded in 1986, Pacific College is home to beautiful campuses and busy clinics in New York, San Diego, and Chicago and a rapidly growing online division. Pacific College features an esteemed faculty with over 200 faculty members from around the globe, many of whom conduct ongoing research and educate approximately 1,700 students every year.