Office Manager Silverfield College of Education and Human Services

University of North Florida Alumni Association•Jacksonville, FL

About The Position

This position provides administrative support for the Silverfield College of Education and Human Services (SCOEHS) Dean’s Office. Facilitates the daily operations of the Dean’s Office and participates in planning and scheduling activities. This position answers to the SCOEHS Director of Operations and provides limited administrative support to the two departments within SCOEHS: LOCI and TLC.

Requirements

High school diploma and 4+ years of relevant experience.
Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.

Responsibilities

Responsible for oversight of selected SCOEHS Dean’s Office budget lines.
Maintains records on assigned accounts to verify and track fiscal year expenditure.
Organizes and maintains files on personnel, travel, equipment, supplies, resource material, and other items pertaining to each account.
Monitors operational, program, and regulatory requirements for each account.
Furnishes the Director of Operations with information as to the status of the accounts as needed.
Reconciles SCOEHS operating budget expenditures for end of year reporting.
Completes and tracks payments to external vendors and internal suppliers.
Maintains daily records on incoming correspondence, action documents, and follows up on work in process to ensure timely replies or action.
Assists with orders of textbooks, desk copies, and teaching materials, and provides reports on these expenditures.
Provides administrative support, i.e., calendar management, scheduling meetings, and other support as needed, for the Dean’s Office Staff.
Creates regular correspondence, records, reports, and takes meeting notes as needed.
Acts as the approver for Federal Work-study, OPS, and student assistant personnel time sheets.
Handles UNF Supplier Registration for external committee members and other non-UNF participant reimbursement payments.
Interprets established policy and procedures and provides information for the resolution of problems.
Serves as liaison with other programs, departments, divisions, and colleges.
Compiles data and reports for the Director of Operations.
Answers the phones, greets visitors, staff, students, etc.
Responds to inquiries related to programs and assists students, faculty, and UNF employees.
Reviews correspondence and coordinates the responses ensuring the correct person is contacted for the information needed.
Handles requests for in-house printing for faculty, printing at quick copy/duplicating, office supplies, audio/visual equipment, etc.
Create tickets for UNF Physical Facilities assistance, UNF Parking Codes, new key requests, etc.
Receives and distributes incoming mail.
Acts on correspondence for students’ files or request for information.
Other related duties as required.