Office Manager

University of North Florida, United States

Updated: 1 day ago

Location: Jacksonville, FLORIDA

Job Type: FullTime

Deadline: ;

Posting Details
Position Information

Job Title	Office Manager
Position Number	331310
Requisition Number	B08707
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	12 months
Internal Recruitment?	No
Working Hours	8:00 a.m. - 5:00 p.m.
Department	Nutrition & Dietetics
Organization	BROOKS COLLEGE OF HEALTH
Division	Academic Affairs - DIV
College	Brooks College of Health
Approved Hiring Salary Range	Up to $35k commensurate with experience
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	Management of the Department of Nutrition & Dietetics office operations, coordinating their schedules, responsibilities, and vacations, ensuring appropriate coverage of the office. Manages and tracks all Department budgets, including the purchasing, hiring, reporting, reconciliation, and travel requests associated with each budget. Assists the Chair with maintaining records, recording committee minutes, assisting with Program support, departmental searches, and a variety of college related office support tasks, such as answering phones, distributing mail, and general office coverage. Provides direct support to the Department of Nutrition and Dietetics, including Graduate and Undergraduate programs and accreditation reports.

Essential Duties

Job Function	Work with Federal Work Study student(s), Graduate Assistants, Student Research Assistants, and other OPS employees, including distribution of work and tracking of hours and responsibilities. Manage and prepare all hiring documentation for new and returning employees, including part-time faculty, OPS employees, Graduate and Student Research Assistants, and Federal Work Student student(s), in accordance with State and University requirements. Manage and track records of all Department budgets, which include E&G, Foundation, Auxiliary, faculty grant, and other budget accounts as needed. Conduct all purchasing, billing, contracts, p-card reconciliation, ledgers, and other tasks associated with budget management for all departmental accounts. Support and assist faculty with University-related travel, including preparation of travel requests and travel reimbursements and maintaining a travel ledger of expenses by faculty. Support and assist faculty with various grant accounts, including purchasing, hiring, and travel requests, as well as maintaining a ledger of expenses. Manage the Department Course Schedule each semester, submitting and tracking all changes throughout the semester. Coordinate all Department events, including an annual Retreat and Graduation Reception(s) for Undergraduate and Graduate programs. Schedule and take minutes at monthly Department meetings.
Percentage Of Time	75

Job Function

Work with Federal Work Study student(s), Graduate Assistants, Student Research Assistants, and other OPS employees, including distribution of work and tracking of hours and responsibilities. Manage and prepare all hiring documentation for new and returning employees, including part-time faculty, OPS employees, Graduate and Student Research Assistants, and Federal Work Student student(s), in accordance with State and University requirements. Manage and track records of all Department budgets, which include E&G, Foundation, Auxiliary, faculty grant, and other budget accounts as needed. Conduct all purchasing, billing, contracts, p-card reconciliation, ledgers, and other tasks associated with budget management for all departmental accounts. Support and assist faculty with University-related travel, including preparation of travel requests and travel reimbursements and maintaining a travel ledger of expenses by faculty. Support and assist faculty with various grant accounts, including purchasing, hiring, and travel requests, as well as maintaining a ledger of expenses. Manage the Department Course Schedule each semester, submitting and tracking all changes throughout the semester. Coordinate all Department events, including an annual Retreat and Graduation Reception(s) for Undergraduate and Graduate programs. Schedule and take minutes at monthly Department meetings.

Percentage Of Time

Job Function	Provide administrative support to Department search committees, including tasks related to meetings (scheduling, preparation of the agenda and other materials as needed, copying, and recording/maintaining meeting minutes), management and maintenance of applicants via OASys online, telephone and on campus interviews (correspondence, scheduling, travel arrangements and associated budget responsibilities), new hiring procedures, and maintenance and submission of all search-related documentation to Human Resources. Support the Department Chair in all requested Department needs. Serve as the major communication link between the Department and faculty/part-time faculty with Physical Facilities, Human Resources, Payroll, Information Technology, Purchasing, and other campus offices. Process and track all book order requests. Prepare necessary departmental financial reports. Process and track all Department work orders, ITS requests, and CPSRs. Schedule rooms as needed for faculty and students for additional classes, meetings, and events. Create and manage Department, office, and faculty/part-time faculty files. Complete copying requests for faculty/part-time faculty as requested. Manage in and outgoing shipping procedures and distribute mail. Process and track key requests for all faculty, student, and OPS employees. Track submission and recording of Department syllabi, faculty reports, and ISQs. Provide assistance to walk-ins and answer/transfer telephone calls .
Percentage Of Time	25

Job Function

Provide administrative support to Department search committees, including tasks related to meetings (scheduling, preparation of the agenda and other materials as needed, copying, and recording/maintaining meeting minutes), management and maintenance of applicants via OASys online, telephone and on campus interviews (correspondence, scheduling, travel arrangements and associated budget responsibilities), new hiring procedures, and maintenance and submission of all search-related documentation to Human Resources. Support the Department Chair in all requested Department needs. Serve as the major communication link between the Department and faculty/part-time faculty with Physical Facilities, Human Resources, Payroll, Information Technology, Purchasing, and other campus offices. Process and track all book order requests. Prepare necessary departmental financial reports. Process and track all Department work orders, ITS requests, and CPSRs. Schedule rooms as needed for faculty and students for additional classes, meetings, and events. Create and manage Department, office, and faculty/part-time faculty files. Complete copying requests for faculty/part-time faculty as requested. Manage in and outgoing shipping procedures and distribute mail. Process and track key requests for all faculty, student, and OPS employees. Track submission and recording of Department syllabi, faculty reports, and ISQs. Provide assistance to walk-ins and answer/transfer telephone calls .

Percentage Of Time

Posting Detail Information

Marginal Functions	NA
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	Individual must have exceptional organization skills, independent initiative and excellent writing skills and interpersonal skills, experience with spreadsheets and budgeting, be attentative to detail and must be proficient in Word and Excel.
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	92% computers, 4% copy machine, 2% phone, 2% fax.
Anticipated Start Date	03/02/2024
Job Posting Date	02/13/2024
Application Review Date	02/19/2024
Application Deadline
Open Until Filled	Yes
Point of Contact Information	Pamela Niemczyk
Hiring Official	Andrea Arikawa
Location if not Jacksonville	Jacksonville
Special Instructions	Applicants must complete an online application at www.unfjobs.org in order to be considered for this position. Candidates must submit the following supplemental documents electronically: Resume Cover Letter List of names, addresses, and phone number of 3 references (as “Department Specific” document type) 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 Pamela Niemczyk at (904) 620-2810, or via email at [email protected].
Quicklink	https://www.unfjobs.org/postings/26728

View or Apply

Similar Positions

Radiation Oncologist University Of Florida Health Proton Therapy Institute, University of Florida, United States, 7 days ago
Classification Title: CLIN AST/ASO/FULL PROF Job Description: You Belong Here The University of Florida College of Medicine as part of UF Health, invites applications for a full-time Radiation Onc...