Office Manager

Department

Recreation & Wellness

Compensation

$16.53 Hourly

 

General Description / Primary Purpose

The Office Manager plays a vital role in ensuring the smooth and efficient operation of the department’s administrative functions. This position is responsible for overseeing daily office activities, coordinating departmental communications, and supporting 20-25 full-time and part-time staff in a variety of administrative and operational tasks.

Job Functions

Office Operations & Front Desk Management

• Oversee daily operations of the RecWell Business Office front desk.

• Open/close the business office during hours of operation
• Maintain a welcoming and professional office environment.
• Assist and resolve issues in person, over the phone, and via email to ensure a positive client experience 
• Maintain office inventory and ensure adequate supplies are available.
• Coordinate supply orders and track inventory usage.
• Distribute mail and packages; maintain the reception area so it is clean and organized.
• Perform general administrative tasks such as copying, shredding, signage creation, and on-campus deliveries and pick-ups.
• Attend training and university-wide meetings as deemed necessary for job responsibilities

Scheduling & Calendar Management

• Coordinate appointments for professional staff, dietitians, and HIV testing services.
• Manage scheduling for the SWC conference room.

Business Office Support

• Assist with processing purchase and travel requests.
• Collect and file receipts and documentation for purchases and travel.
• Assist with budget tracking and reconciliation
• Assist with hiring as needed.
• Assist with PCard/TCard reporting.

Summer Camp Support

• Manage camp financial transactions through Activenet
• POC for camp email/phone correspondence.
• Work with camp directors on issues and special requests

Meeting Support

• Draft meeting agendas and take meeting minutes as required.

Marginal Functions

• Participate in departmental committees 
• Assist with special projects and departmental tasks as assigned.

Departmental Requirements:

• Financial background preferred
• Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• Excellent communication and interpersonal skills.
• Highly motivated and detail-oriented
• Ability to work independently or as a member of a team.
• Proficiency in Microsoft Office Suite, especially Excel
• Experience with budgeting, financial tracking software, and current UNF systems is a plus.
• This position is an integral part of our unit, where teamwork and collaboration are essential. We believe in supporting each other to achieve our collective goals. Therefore, this position will be expected to work closely with colleagues and, when necessary, assist in other capacities to ensure the overall success of our objectives. 
• As part of this role, the individual will be expected to actively participate in various department staff meetings and committees. This includes being available to attend committee meetings, contribute to discussions, and collaborate with colleagues to achieve the committee's objectives. The individual should demonstrate a commitment to the department's goals and be willing to dedicate time and effort to support committee activities. This involvement is crucial for fostering a collaborative environment and ensuring the successful implementation of departmental initiatives.

 

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.

 

Statement(s) of Understanding

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

 

 

Equal Opportunity

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 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.