Office Manager

Department

Taylor Leadership Institute

Compensation

$15.81 to Negotiable Hourly

 

General Description / Primary Purpose

The Taylor Leadership Institute (TLI) Office Manager is vital in sustaining departmental operations, including office reception and student support, management of department budgets, supervision of part-time and student staff, and assistance to the Director/Assistant Directors, as well as performance of essential day-to-day tasks.

Job Functions

Office Management, Reception & Scheduling

Formulate, implement, and manage daily office operations

• Manage office inventory
• Open/close office during hours of operation
• Compose meeting agendas and meeting minutes
• Create welcoming office environment
• Supervise student assistants and coverage of the front desk and reception area
• Assist in updating and maintaining the TLI website as needed
• Submit CPSRs for office space renovations, office space updates, and follow-up
• Submit IT ticket requests to resolve computer, phone and other technology issues
• Oversee technology hardware/software updates, subscriptions and refresh schedules
• Attend trainings and university-wide meetings as deemed necessary for job responsibilities

Manage best practices and set professional standards

• Ensure compliance and correction of any deficiencies with UNF policies, procedures and audits
• Develop and maintain efficient practices for internal and external office communications
• Assist and resolve issues in person, over the phone and via email to ensure a positive client experience
• Compose departmental procedure manuals
• Responsible for record retention within TLI

Budget Management

Monitor and manage TLI budgets

• Responsible for E&G, SLS, and Foundation accounts for TLI and reporting departments (I.e., ROTC)
• Manage the financial transactions including payroll and PCard purchases
• Reconcile PCard expenditures
• Reconcile the monthly budget
• Prepare budgetary paperwork and reports for TLI

Scholarship Management

Manage the TLI scholarship

• Update Scholarship on webpage with criteria, amount of scholarship
• Advertise and promote the scholarship application
• Coordinate the application process and review of scholarship applications, and send letters of acceptance or decline

Staffing & Travel

Manage hiring processes for employees

• Process contracts/EPAFs/payments for faculty, liaisons, part-time/student staff, speaker, etc.
• Create and manage position postings through OASys

Recruit, hire, train and supervise student assistants

• Schedule and supervise part-time OPS and student/FWS staff
• Thoughtfully assign and delegate projects and tasks to complement and enhance students Major
• Approve timesheets
• Provide feedback and evaluation to enhance student job performance

Coordinate domestic and international travel

• Create and submit travel requests and subsequent travel expense reports
• Assist in arranging and confirming travel details as needed 

Assistance to the Director/ADs with Administrative Tasks

Provide direct support for the Director of TLI

• Assists the Director in preparation of reports, edits and puts them in final form
• Perform data collection and data entry
• Schedules appointments for the Director
• Drafts agendas and books conference rooms

Provide support for the Assistant Director of Curricular Engagement

• Assist with scheduling and advising sessions on TLI programs and services including managing inquiries, responding to students, campus/community partners, and stakeholders
• Complete tasks as needed to follow up on inquires, update data on students and TLI programs; and assist with projects as assigned
• Assist with promotion, outreach, and evaluation of leadership classes and the leadership minor, including but not limited to engaging with students, staff, faculty, and stakeholders under the direction of the AD

Provide support for the Assistant Director of Co-Curricular Engagement

• Assist with day-of-pre/post event logistics (including occasional nights and weekends)
• Assist with booking rooms/venues and updating TLI/UNF Master Calendars
• Assist with collection and distribution of marketing and promotional materials
• Assist with communications and outreach to stakeholders (I.e mentors, speakers, event volunteers)

Marginal Functions

Assist with other specialized projects/tasks as needed.

 

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.