Office Manager - Office of the Dean of Students

Nature of work : <div>Manage and supervise all office operations and assigned support staff within a department, college or division.</div><br>Typical Responsibilities: <div>Manage budget including salary, expense, operating capital, and other personal services funds. Manage the financial, human resources/payroll transactions and purchasing operations. Compose office procedures manuals and various reports. Formulate and implements internal operating procedures. Arrange travel, meetings and appointments. Maintain office personnel records. Deal with complex queries and complaints on the telephone, by email and in person. Meet with senior managers to review office performance. Supervise, train, evaluate & delegate work to budgeted support staff. During declared campus emergencies, this position may be required to perform specific job related duties at a designated off campus location or place of residence.</div><br>Required Qualifications: <div>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.</div>

 

General Description / Primary Purpose:

This position is supervised by the Dean of Students and is the first point of contact for the Dean of Students Office. The Office Manager will be responsible for greeting office visitors, answering phones, scheduling appointments, managing office email correspondence, and other administrative tasks such as: maintaining administrative files and/or records, distributing mail, maintaining staff calendars, managing conference room reservations, and preparing reports and other documents. The Office Manager will support the entire Dean of Students team with other general administrative tasks.

Job Function:

The Office Manager manages the Dean of Students Office budget collaboratively with the Dean of Students, including expenses, operating capital and other services funds.

The Office Manager is also responsible for tracking trends in calls/inquiries to the Office.
The Office Manager also assists in gathering information related to administrative procedures, reports and other administrative tasks related to the operations of the Office.
The Office Manager maintains inventory of office equipment, furniture, office supplies and the Nesting Place pantry.

The Office Manager assists in the recruitment and selection of the FWS Office Assistant position, and trains, supervises and maintains the schedule for the position. The Office Manager provides general oversight to the FWS Office Assistant position and ensures the tasks assigned to the position are completed.

Marginal Functions:

The Office Manager is responsible for the general appearance of the office space, associated bulletin boards, departmental website and other duties as assigned.

Departmental Requirements:

Excellent customer services skills embodies a pleasant manner when dealing with students, faculty, staff, and visitors. Possess the ability to work with students dealing with difficult issues and de-escalation skills. Self-motivated person who takes initiative on projects and tasks. Ability to exercise mature judgment, keep composure and exercises professionalism, and support an inclusive and diverse population. Experienced in handling general office equipment, has skills to operate a computer, and be proficient with Windows, Outlook, and Microsoft Office (Word and Excel). Must be able to type, edit, and proofread material before distribution. Must be organized.

Supervision Exercised:

Supervision of the FWS Office Assistant position in collaboration with the Dean of Students and Assistant Dean of Students.

Statement of Responsibility for Confidential Data:

This position encounters confidential and sensitive information, therefore requiring a very high level of discretion.

 

Department

Office of the Dean of Students

Compensation

$15.81 to Negotiable Hourly

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, w