Academic Support Specialist

University of North Florida, United States

Updated: 6 days ago

Location: Jacksonville, FLORIDA

Job Type: FullTime

Deadline: ;

Posting Details
Position Information

Job Title	Academic Support Specialist
Position Number	311300
Requisition Number	B08687
Position Type	Support Staff Non Exempt
Class Code	5123
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	8-5, some nights and weekends
Department	Philosophy & Religious Studies
Organization	COLLEGE OF ARTS & SCIENCES
Division	Academic Affairs - DIV
College	College of Arts and Sciences
Approved Hiring Salary Range	$33,926.40 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	Performs administrative duties. Oversees the administration of all the programs/activities in the Department of Philosophy and Religious Studies and the Florida Blue Center for Ethics, by providing guidance and information regarding the administrative procedures surrounding program/Center policies, procedures, or services. Processes and analyzes data related to the administration of the program(s). Analyzes programmatic needs and develops policies and procedures in compliance with federal, state, and local regulations. Develops and maintains department and Center budgets and best business practices. Compiles and/or coordinates fiscal data as it relates to the programs within the department and Center; reconciles and monitors program accounts. Produces and composes both routine and highly confidential correspondence or documents pertaining to the program(s) being administered.

Essential Duties

Job Function	This position splits time between the Department of Philosophy and Religious Studies (PRS) and the Florida Blue Center for Ethics. Approximately 70% of the position is dedicated to coordinating and administering the various programs and needs of PRS; approximately 30% of the position is dedicated to administrative services for the Florida Blue Center for Ethics, including budget, scholarships/awards, and events. Responsible for departmental and Center budget projections, management, and allocations. Responsible for the usage, allocation, and management of foundation, E&G, contracts, grants, and auxiliary accounts within the department/Center. Oversees long-term planning of foundation and auxiliary accounts. Oversees scholarship awards and management. Oversees the design, development, and implementation of policies and programs that ensure the effective coordination of department and Center programs and activities. Responsible for developing and managing confidential filing and storage (personnel, student and scholarship related), managing search processes, overseeing administrative support for department and Center events, developing and maintaining internal and external department communications (website, Canvas, social media, email), managing faculty requests (budget, personnel, course-related), and other areas of faculty/student need. Hire and supervise OPS, FWS, and department/Center interns (undergraduate or graduate). Represent the Department or Center at events, campus-wide administrative functions, and recruitment events. Act as a liaison between the Department or Center and campus or external/community stakeholders. Interprets departmental, Center, and university policies to assist in decision making processes for effective operations within the department and Center. Communicate with, advise, and report to department/Center/College administrators on a frequent and rolling basis about budget, personnel, and other operations. Reports directly to the department Chair. Create, collect, and monitor full and part-time faculty contracts, assignment letters, supplemental compensation forms. Assist in collecting and reporting data for FARs. Coordinate local, national, and international travel, including creating travel authorizations, expense reports, and reimbursements. Manage professional development funds, including required yearly reporting. Coordinate local, national, and international vendors (speakers, workshop leaders, other) for the Center. Manage sensitive personal information related to vendors. Maintain alumni contact databases; maintain department public areas, bulletin boards, and awards. Assist with scheduling. Provide administrative coordination for department and Center events and coordinate agency agreements and other needs for internships and experiential learning opportunities. Manage syllabi repository and book orders for PRS. Maintain regular inventory of office supplies, purchase and maintain office equipment. Greet visitors and students; answer telephone/directs calls; proctor exams; make copies/scans, maintains files in hardcopy or online as needed. Maintain and manage confidential FERPA protected student data and other sensitive, personally identifying information. Other clerical tasks as needed. Ability to occasionally work outside of 8-5 Ability to work independently with little supervision Good problem-solving skills Knowledge of Banner, OASys, Concur, Canvas, Excel, Adobe
Percentage Of Time	100

Job Function

This position splits time between the Department of Philosophy and Religious Studies (PRS) and the Florida Blue Center for Ethics. Approximately 70% of the position is dedicated to coordinating and administering the various programs and needs of PRS; approximately 30% of the position is dedicated to administrative services for the Florida Blue Center for Ethics, including budget, scholarships/awards, and events.
Responsible for departmental and Center budget projections, management, and allocations. Responsible for the usage, allocation, and management of foundation, E&G, contracts, grants, and auxiliary accounts within the department/Center. Oversees long-term planning of foundation and auxiliary accounts. Oversees scholarship awards and management.
Oversees the design, development, and implementation of policies and programs that ensure the effective coordination of department and Center programs and activities.
Responsible for developing and managing confidential filing and storage (personnel, student and scholarship related), managing search processes, overseeing administrative support for department and Center events, developing and maintaining internal and external department communications (website, Canvas, social media, email), managing faculty requests (budget, personnel, course-related), and other areas of faculty/student need.
Hire and supervise OPS, FWS, and department/Center interns (undergraduate or graduate).
Represent the Department or Center at events, campus-wide administrative functions, and recruitment events. Act as a liaison between the Department or Center and campus or external/community stakeholders.
Interprets departmental, Center, and university policies to assist in decision making processes for effective operations within the department and Center.
Communicate with, advise, and report to department/Center/College administrators on a frequent and rolling basis about budget, personnel, and other operations. Reports directly to the department Chair.
Create, collect, and monitor full and part-time faculty contracts, assignment letters, supplemental compensation forms. Assist in collecting and reporting data for FARs.
Coordinate local, national, and international travel, including creating travel authorizations, expense reports, and reimbursements. Manage professional development funds, including required yearly reporting. Coordinate local, national, and international vendors (speakers, workshop leaders, other) for the Center. Manage sensitive personal information related to vendors.
Maintain alumni contact databases; maintain department public areas, bulletin boards, and awards. Assist with scheduling. Provide administrative coordination for department and Center events and coordinate agency agreements and other needs for internships and experiential learning opportunities.
Manage syllabi repository and book orders for PRS. Maintain regular inventory of office supplies, purchase and maintain office equipment.
Greet visitors and students; answer telephone/directs calls; proctor exams; make copies/scans, maintains files in hardcopy or online as needed. Maintain and manage confidential FERPA protected student data and other sensitive, personally identifying information. Other clerical tasks as needed.
Ability to occasionally work outside of 8-5
Ability to work independently with little supervision
Good problem-solving skills
Knowledge of Banner, OASys, Concur, Canvas, Excel, Adobe

Percentage Of Time

100

Posting Detail Information

Marginal Functions	N/A
Required Qualifications	A Bachelor’s degree from an acceptable accredited institution in a directly related area of specialization; or a 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	Ability to write, think and act in an independent and responsible manner; extensive English-language skills and mathematical skills; knowledge of office equipment and word processing; ability to deal courteously with callers and visitors; other basic office skills like filing and directing of calls.
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	A Bachelor’s Degree from a regionally accredited college or university in a related area of specialization; or a high school diploma and four years of experience directly related to job functions. Directly related college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Machines/Equipment used regularly	Computer/printer, Copy Machine , Fax Machine, Telephone
Anticipated Start Date	02/19/2024
Job Posting Date	01/31/2024
Application Review Date	01/30/2024
Application Deadline
Open Until Filled	Yes
Point of Contact Information	Dr. Sarah Mattice, [email protected]
Hiring Official	Dr. Sarah Mattice
Location if not Jacksonville	N/A
Special Instructions	Applicants must complete an online application at www.unfjobs.org in order to be considered for this position. Applicants who do not apply online will not be considered for this position. Once you submit your completed application you will receive a confirmation number. Keep the confirmation number for your records. If you have any questions about this position, please contact Dr. Sarah Mattice, [email protected].
Quicklink	https://www.unfjobs.org/postings/26602

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