Office Manager

University of North Florida, United States

Updated: about 14 hours ago

Location: Jacksonville, FLORIDA

Job Type: FullTime

Deadline: 05 Apr 2024

Posting Details
Position Information

Job Title	Office Manager
Position Number	335520
Requisition Number	B08774
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	8:00 am - 5:00 pm
Department	Fac Ctr Planning & Prog Develop
Organization	Office of Faculty Enhancement
Division	Academic Affairs - DIV
College	N/A
Approved Hiring Salary Range	$33,012.75 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	Manages and supervises all office operations and assigned support staff for Faculty Excellence & Academic Engagement (FE&AE) units (including the Office of Faculty Excellence [OFE], Office of Undergraduate Research [OUR], and Center for Community-Based Learning [CCBL]). This position involves handling and preparing sensitive and confidential information and requires considerable interaction with a very wide range of constituents.

Essential Duties

Job Function	Budget management: including salary and expense; managing direct pays, requisitions, I-contracts, purchase orders, procurement card transactions, departmental transfers, and combinations of foundation, agency, auxiliary, E&G, and concessions accounts; expediting University forms and reports relating to budgeting/finance; manages human resource/payroll transactions including faculty supplemental payments; manages student scholarship dispersal process; assists in the collection and preparation of data for program monitoring and reporting; exercises signature authority for various office transactions when required; and, gathers budgetary information for various reports and presentations.
Percentage Of Time	50

Job Function

Budget management: including salary and expense; managing direct pays, requisitions, I-contracts, purchase orders, procurement card transactions, departmental transfers, and combinations of foundation, agency, auxiliary, E&G, and concessions accounts; expediting University forms and reports relating to budgeting/finance; manages human resource/payroll transactions including faculty supplemental payments; manages student scholarship dispersal process; assists in the collection and preparation of data for program monitoring and reporting; exercises signature authority for various office transactions when required; and, gathers budgetary information for various reports and presentations.

Percentage Of Time

Job Function	Meeting/event logistics and travel management: meets the staffing, coordinating, and scheduling needs for the various FE&AE working groups, councils, and committees; coordinates catering events; composes a wide range of correspondence (especially minutes); manages personnel appointments, scheduling of meetings, and resource management including maintaining office calendars; maintains program meeting/event participation logs including data entry, general analysis, and reporting; makes travel arrangements for staff and guests (using Concur); collaborates with department coordinators to ensure the appropriate and efficient process is maintained for student travel arrangements; the primary point of contact and reservationist for individuals requesting to use the Talon Room. Variations in a workweek: Rarely early/late/weekend hours in support of special events.
Percentage Of Time	25

Job Function

Meeting/event logistics and travel management: meets the staffing, coordinating, and scheduling needs for the various FE&AE working groups, councils, and committees; coordinates catering events; composes a wide range of correspondence (especially minutes); manages personnel appointments, scheduling of meetings, and resource management including maintaining office calendars; maintains program meeting/event participation logs including data entry, general analysis, and reporting; makes travel arrangements for staff and guests (using Concur); collaborates with department coordinators to ensure the appropriate and efficient process is maintained for student travel arrangements; the primary point of contact and reservationist for individuals requesting to use the Talon Room.
Variations in a workweek: Rarely early/late/weekend hours in support of special events.

Percentage Of Time

Job Function	Office operations, staffing, and supervision: compose and implement office procedures and manuals; responsible for interpreting internal policies and procedures; manage office personnel records; use OASYS system to post positions and hire FWS, student, and OPS support staff; keep an inventory of office supplies, promotional materials, and library items; custodian of electronic devices (iPads, laptops, etc.); submit facilities and ITS requests.
Percentage Of Time	15

Job Function

Office operations, staffing, and supervision: compose and implement office procedures and manuals; responsible for interpreting internal policies and procedures; manage office personnel records; use OASYS system to post positions and hire FWS, student, and OPS support staff; keep an inventory of office supplies, promotional materials, and library items; custodian of electronic devices (iPads, laptops, etc.); submit facilities and ITS requests.

Percentage Of Time

Job Function	Website and social media management: maintains websites for FE&AE, OUR, OFE, and CCBL; creates and discontinues webpages in CMS as requested for the units; ensures webpages and public-facing documents are ADA compliant; test/repair web pages for WCAG compliance; regularly post relevant updates to social media accounts for the units; maintains and posts rotating images on internal office screens; submits information to UNF calendar and Osprey Update as required and requested.
Percentage Of Time	10

Job Function

Website and social media management: maintains websites for FE&AE, OUR, OFE, and CCBL; creates and discontinues webpages in CMS as requested for the units; ensures webpages and public-facing documents are ADA compliant; test/repair web pages for WCAG compliance; regularly post relevant updates to social media accounts for the units; maintains and posts rotating images on internal office screens; submits information to UNF calendar and Osprey Update as required and requested.

Percentage Of Time

Posting Detail Information

Marginal Functions	Greets and directs incoming guests, answers phones, and routes calls to the appropriate person. Handles a volume of electronic, print, and voice communications and information, including managing internal and external customer requests and inquiries. Attends required and suggested pieces of training offered by the institution to perform duties and job functions.
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	As a professional position, the Office Manager is expected to perform required duties independently and with minimal direct supervision. They are expected to participate fully with the AVP of FE&AE and unit staff in establishing performance goals, program scheduling, ongoing customer satisfaction, and quality assurance efforts. Must be able to deal with concurrent projects and tight deadlines.
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	None
Machines/Equipment used regularly	Computers (CPU, laptops); phone; copier; scanner; tablets; DTEN cart; office screens
Anticipated Start Date	04/15/2024
Job Posting Date	03/25/2024
Application Review Date	04/08/2024
Application Deadline	04/05/2024
Open Until Filled	Yes
Point of Contact Information	Gordon Rakita, 904-620-1658, [email protected]
Hiring Official	Gordon Rakita
Location if not Jacksonville	n/a
Special Instructions	n/a
Quicklink	https://www.unfjobs.org/postings/27189

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