Office Manager

University of North Florida Alumni Association•Jacksonville, FL

28d•$20•Onsite

About The Position

Serving as the initial point of contact for the Office of the President, this position plays a pivotal role in ensuring a professional, welcoming, and efficient environment for all visitors and stakeholders in a high-profile setting. Reporting directly to the Executive Assistant of the President’s Office, the incumbent manages daily front desk operations, including greeting guests, directing inquiries, and maintaining a polished reception area. The role interacts with distinguished guests such as trustees, legislators, and community leaders and requires a high level of discretion and professionalism.

Requirements

High school diploma and 4+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
Excellent customer service, organizational, and verbal/written communication skills.
Ability to thrive in a fast-paced, dynamic office environment with frequent interruptions and shifting priorities.
Technically proficient and comfortable using a wide variety of applications.
Demonstrated flexibility and adaptability, with a readiness to pivot quickly in response to changing needs.
Dependable and punctual, with a strong sense of responsibility and follow-through.

Responsibilities

Supervise and provide guidance to the part-time student assistant and part-time OPS administrative assistant.
Open the office at the start of each business day and ensure proper closure at the end of the day.
Welcome and assist all visitors, including members of the Board of Trustees, Board of Governors, legislators, community stakeholders, students, faculty, and staff.
Serve as the primary point of contact for student inquiries, concerns, and issues, ensuring timely and effective resolution.
Handle inquiries and route them to the appropriate staff member or UNF department. This includes routing, tracking, and reporting on issues received from students, faculty, staff, and the public.
Manage the internal scheduling of the President’s Conference Room and ensure its readiness before and after meetings.
Set up and troubleshoot conference phone systems, AV equipment, and the DTEN cart as needed.
Assist with the set up and break down of catering events for meetings hosted by the President or the President’s Office.
Maintain and update the President’s Office website and University Policies and Regulations website in Cascade.
Maintain the reservation schedule for the President’s designated guest parking spaces and coordinate with Parking Services to ensure proper usage.
Oversee the reservation and maintenance of three golf carts, including key management and coordination with Physical Facilities for upkeep.
Oversee protocols for incoming and outgoing mail for the President’s Office, including sorting, logging, scanning, and routing documents and reports.
Collaborate with the Executive Director of Operations to ensure timely handling of documents requiring the President’s signature.
Submit and track work orders through the FAMIS Self-Service module for maintenance and facility needs; communicate updates to office leadership.
Order office supplies following procurement protocols, verify deliveries, distribute/store items, and forward invoices to the appropriate staff member.
Assist with document filing and scanning as needed.
Prepare packages for overnight shipping using the university’s established vendor.
Maintain office equipment by refilling printer paper, emptying the shredder, and managing the dishwasher daily.
Develop and regularly update a comprehensive front desk procedures manual.
Provide support for special projects and initiatives originating from the Office of the President.
Responsible for contributing to office operations and improvement projects.
Provide on-site support to the President and their guests during campus events, ensuring a welcoming and seamless experience.
Share responsibility with fellow professional staff for maintaining a clean, organized, and well-stocked kitchen area.
During declared campus emergencies, the employee may be required to perform job-related duties from a designated off-campus location or place of residence.