Military and Veterans Student Success Center (MVSSC) Office Management Specialist

Florida Atlantic University • Boca Raton, FL

1d • Onsite

About The Position

Florida Atlantic University is seeking an Office Management Specialist for the Military and Veterans Student Success Center. - Boca Raton, FL . This position serves as the primary front desk representative and operational hub for the Military and Veterans Student Success Center providing exceptional customer service to military-connected students, families, University partners, and visitors while supporting the delivery of programs, benefits, and resources that promote student success.

Requirements

• A master's degree from an accredited institution in an appropriate area of specialization; or a bachelor's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience required.
• Must have excellent communication (oral and written) and interpersonal skills, as well as organizational and customer service skills.

Responsibilities

• Oversee the guest and service operations of the Military and Veterans Student Success Center (MVSSC) student center to include the front desk and visitor check-in area, student lounge, computer lab, student study area, and professional staff offices.
• Responsible for the consistent monitoring of the MVSSC main phone line, voice messages, and general email inbox on assigned workdays.
• Responsible for timely reply to the requestor or party as appropriate or makes the appropriate referral for action.
• Responsible for providing military-connected students and guests with onsite, computer-based assistance, as required, with application processes related to military and Veterans education benefits programs.
• Be able to work in fast-paced, dynamic environment.
• Serves as a School Certifying Official (SCO) (Read-Only User) for military and Veterans education benefits for military-connected students.
• Responsible for accessing student information in the VA Enrollment Manager portal, requesting information from VA, and submitting inquiries to VA to assist an authorized, designated SCO with obtaining accurate information to certify a student’s enrollment.
• Completes VA training and certification as required.
• Keeps informed of changes and developments in areas related to or associated with military-connected students that may affect their benefits and/or ability to succeed and graduate.
• Stays current on best practices related to military-connected student support, programs, and centers for excellence.
• May attend conferences and travel for programming related to advancing military-connected student benefits, programs, and centers of excellence.
• Provides administrative support to a Director, Assistant Director, and School Certifying Officials/Coordinators within the MVSSC.
• Prepare well-written internal and external correspondence, to include letters, memorandums, electronic mail, and reports.
• Demonstrates continued proficiency in the use of computer systems and software including Microsoft Excel, PowerPoint, Word, Outlook email, Teams and group meetings platforms, events calendars, and Adobe Acrobat or Pro.
• Prepares presentations using presentation software products.
• Responsible for the management and monitoring of the MVSSC financial business processes (i.e., spend authorizations, expense reports, payment requests, purchase requests, requisitions, journal entries, Docusign, Activity and Service, Budget, and Accounting Office [ASAB] processes, shipping and receiving, etc.).
• Ensures that submissions and records are accurate, complete, and processed appropriately and within established timelines.
• Responsible for scanning, filing, organizing, and retrieving documents in a standardized system of records that are maintained in a centrally shared work unit electronic drive.
• Responsible for forwarding complete and accurate work unit documents and other reports to the designated supervisor or appropriate department within the University for processing.
• Independently verifies that business transactions and processes have been completed and reconciled.
• Coordinates and schedules recurring staff meetings, commemorative events, and special project related meetings.
• Responsible for note taking, planning, event coordination, food and beverage orders, and special event venue permitting approval.
• Responsible for training and supervising students who participate in the Veterans Affairs (VA) Work Study Student program or other work study student program at the MVSSC.
• Coordinates scheduling of work study students to maintain coverage at the MVSSC front desk, visitor check-in area, phone system, and computer lab.
• Ensures that work study students provide courteous service and accurate information to students, parents, and guests who walk into the MVSSC, email, and/or call by phone.
• Responsible for management of VA Work Study Student files including submitting applications, signed contracts, and timecards.
• Responsible for communicating important announcements and deadlines to military-connected students and families via email, social media, and/or phone as directed.
• Keeps assigned supervisor informed of military-connected students with extraordinary circumstances and accommodations such as student emergencies and alerts, accessibility challenges, counseling support, urgent financial aid support, and exceptional circumstances withdrawal requests.
• Attends and completes University, work unit, and emergency preparedness training as directed.
• Collects and maintains data for the divisional annual report, work unit goals, and Key Performance Indicators (KPI) reports.
• Assists in data entry, record keeping, and enhancements for continuously improving the University’s rankings in Best for Vets, Military Friendly Schools, U.S. News and World Report, and other designations available for military and veterans serving institutions.
• Submits electronic service tickets to service the Military and Veteran Student Success website and to request various media, graphics design, web design, social media, photo, and video support services, and MVSSC maintenance.
• Collaborates with other divisional departments to promote the development of programs and events aimed at serving military and veteran students.
• Participate in University and division-wide staffing support requirements as directed.
• Other job-related duties as assigned.

Benefits

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.
• State retirement options including tax-deferred annuities and Roth 403(b) plans.
• State employees Public Service Loan Forgiveness (PSLF) program.
• Sick Leave Pool Program.
• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
• Paid Community Engagement Volunteer Service Day
• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment.
• For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level