Office Manager at University of North Florida

Posted in Other 2 days ago.

Location: Jacksonville, Florida





Job Description:

Job Title:

Office Manager


Position Number:

339360


Requisition Number:

B07686


Position Type:

Support Staff Non Exempt


Class Code:

0716


Time-limited through:

N/A


Type of Appointment:

Full-Time


Faculty Position Sub-Type:

N/A


Length of Appointment:

N/A


Internal Recruitment?:

No


Working Hours:

8:00am-5:00pm, some evening and weekends


Department:

Taylor Leadership Institute


Organization:

HONORS COLLEGE


Division:

Academic Affairs - DIV


College:

Hicks Honors College


Approved Hiring Salary Range:

$23,429.34 to Negotiable


Pay Basis:

Annually


Equal Opportunity:

In 2020, the University of North Florida (UNF) received the prestigious INSIGHT Into Diversity magazine Higher Education Excellence in Diversity (HEED) Award, the only application-based national award for U.S. colleges and universities that exhibit an outstanding commitment to diversity and inclusion across their campuses. In addition, UNF ranked highest among the HEED institutions and was recognized as a 2020 Diversity Champion.

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida is an Equal Opportunity Employer and does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.


Carnegie:

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University's collaboration with community partners from the local to the global level. It reflects UNF's mission to contribute to the public good and prepare educated, engaged citizens.


Faculty Initiatives:

The University of North Florida promotes the quality and effectiveness of education and strives to maintain the highest standards of academic excellence in all phases of instruction, research/scholarship/creative activity, and service.


General Description / Primary Purpose:

The TLI Office Manager is vital in sustaining departmental operations including office reception and student support, management of department budgets, supervision of part-time and student staff, and assistance to the Director/Assistant Directors, as well as performance of essential day-to-day tasks.


Job Function:


Office Management, Reception & Scheduling
Formulate, implement, and manage daily office operations


  • Manage office inventory

  • Open/close office during hours of operation

  • Compose meeting agendas and meeting minutes

  • Create welcoming office environment

  • Supervise student assistants and coverage of the front desk and reception area

  • Assist in updating and maintaining the TLI website as needed

  • Submit CPSRs for office space renovations, office space updates, and follow-up

  • Submit IT ticket requests to resolve computer, phone and other technology issues

  • Oversee technology hardware/software updates, subscriptions and refresh schedules

  • Attend trainings and university-wide meetings as deemed necessary for job responsibilities





Manage best practices and set professional standards

  • Ensure compliance and correction of any deficiencies with UNF policies, procedures and audits

  • Develop and maintain efficient practices for internal and external office communications

  • Provide assistance and resolve issues in person, over the phone and via email to ensure a positive client experience

  • Compose departmental procedure manuals

  • Responsible for record retention within TLI


Percentage Of Time:

35


Job Function:


Budget Management
Monitor and manage TLI budgets


  • Responsible for E&G, SLS, and Foundation accounts for TLI and reporting departments (I.e., ROTC)

  • Manage the financial transactions including payroll and PCard purchases

  • Reconcile PCard expenditures

  • Reconcile the monthly budget

  • Prepare budgetary paperwork and reports for TLI


Manage the TLI scholarship

  • Update Scholarship on webpage with criteria, amount of scholarship

  • Advertise and promote scholarship application

  • Coordinate the application process and review of scholarship applications, send letters of acceptance or decline


Percentage Of Time:

30


Job Function:


Staffing & Travel
Manage hiring processes for employees


  • Process contracts/EPAFs/payments for faculty, liaisons, part-time/student staff, speaker, etc.

  • Create and manage position postings through OASys


Recruit, hire, train and supervise student assistants

  • Schedule and supervise part-time OPS and student/FWS staff

  • Thoughtfully assign and delegate projects and tasks to complement and enhance students Major

  • Approve timesheets

  • Provide feedback and evaluation to enhance student job performance

Coordinate domestic and international travel

  • Create and submit travel requests and subsequent travel expense reports

  • Assist in arranging and confirming travel details as needed


Percentage Of Time:

20


Job Function:


Assistance to the Director/ADs with Administrative Tasks
Provide direct support for the Director of TLI


  • Assists the Director in preparation of reports, edits and puts them in final form

  • Perform data collection and data entry

  • Schedules appointments for the Director

  • Drafts agendas and books conference rooms


Provide support for the Assistant Director of Curricular Engagement

  • Assist with scheduling and advising sessions on TLI programs and services including managing inquiries, responding to students, campus/community partners, and stakeholders

  • Complete tasks as needed to follow up on inquires, update data on students and TLI programs; and assist with projects as assigned

  • Assist with promotion, outreach, and evaluation of leadership classes and the leadership minor, including but not limited to engaging with students, staff, faculty, and stakeholders under the direction of the AD

Provide support for the Assistant Director of Co-Curricular Engagement

  • Assist with day-of-pre/post event logistics (including occasional nights and weekends)

  • Assist with booking rooms/venues and updating TLI/UNF Master Calendars

  • Assist with collection and distribution of marketing and promotional materials

  • Assist with communications and outreach to stakeholders (I.e mentors, speakers, event volunteers)


Percentage Of Time:

15


Marginal Functions:

Assist with other specialized projects/tasks as needed.


Required Qualifications:


High school diploma and four years of experience directly related to the job functions. Directly related college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.


Faculty Position Required Qualifications:

N/A


Departmental Requirements:

Preference will be show to applicants who meet the minimum requirements and also possess the following:


  • Knowledge of UNF processes and policies

  • Experience with Banner, Concur, and/or Blackbaud

  • Experience managing multiple budgets

  • Experience organizing travel

  • Experience working with students


Statement(s) of Understanding Definition:

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check


The holder of this position is designated as a "Responsible Employee" pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University's Title IX Administrator or any divisional Title IX Coordinator.


Required Licensure or Certification:

N/A


Machines/Equipment used regularly:

Computer, telephone, printer, copier, fax machine, shredder


Anticipated Start Date:

11/18/2021


Job Posting Date:

10/06/2021


Application Review Date:

10/20/2021


Open Until Filled:

Yes


Point of Contact Information:

Korie Hilliard, (904) 620-5698


Hiring Official:

Korie Hilliard


Location if not Jacksonville:

N/A


Special Instructions:

Applicants must complete an online application, as well as upload supplemental documents, at www.unfjobs.org in order to be considered for this position. Applicants who do not apply online and/or upload all the required documents will not be considered for this position. Once you submit both your completed application and uploaded documents you will receive a confirmation number. Keep the confirmation number for your records.


Quicklink:


https://www.unfjobs.org/postings/18140


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