Location: Jacksonville,FL, USA
Nature of Work: Manage and supervise all office operations and assigned support staff within a department, college or division. Typical Responsibilities: Manage budget including salary, expense, operating capital, and other personal services funds. Manage the financial, human resources/payroll transactions and purchasing operations. Compose office procedures manuals and various reports. Formulate and implements internal operating procedures. Arrange travel, meetings and appointments. Maintain office personnel records. Deal with complex queries and complaints on the telephone, by email and in person. Meet with senior managers to review office performance. Supervise, train, evaluate and delegate work to budgeted support staff. During declared campus emergencies, this position may be required to perform specific job related duties at a designated off campus location or place of residence. 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. General Description / Primary Purpose: Provide high-level administrative support to the Senior Directors of Career Services, and the Career Services staff in general. Job Function: The position will support Career Services leadership, staff and all units, programs and services. Support student and employer engagement programs, services, resources, events and activities. Manage budgets, including invoices, p-card processing, travel planning and reimbursements, expense reimbursements and reconciliations, and provide budget report monthly or as requested. Manage the human resource task such as postings, update positions. hiring process for student assistants/graduate assistants. Coordinate and schedule daily frontline customer services coverage. Maintain proper documentation and complete required foundation forms for cost reimbursements. Manage office operations for all constituents inclusive of students, employers, faculty, staff and community partners via the telephone, email, in-person and other forms of contact with the office. Update and maintain various student and employer databases, communications, files and records Schedule staff meetings and meetings with internal or external constituents/stakeholders. Manage multiple calendars and schedule student appointments. Manage Marketplace payments related to career job fair, career assessment and event fees. Develop and maintain process for receiving checks from outside vendors. Make deposits daily as checks are received. Assist in the coordination and implementation of career education, and professional development programs. Support career fairs and events, assisting with planning and implementation, including speaker invitations, RSVPs, estimates from vendors, catering, room reservations and print materials. Develop and process forms and reports for programs and services. Supervise students as directed Collaborate regularly with support staff in career services, and the Office of Student Success Other related duties as needed. Marginal Functions: Additional duties related to the office operation of the department may be assigned. Departmental Requirements Excellent customer service skills, written and verbal communication skills, and interpersonal skills to function as a productive team member and effectively serve students and other constituents. Ability to effectively use departmental and university software programs and systems. Strong ability to function as a productive team member. Ability to maintain confidentiality while handling sensitive documents and conversations. Experience with a personal computer, other office equipment and Microsoft Office software. Must have good interpersona skills, be detailed oriented and organized as well as multi-task in daily office operations Required Licensure or Certification N/A Machines/Equipment used regularly Personal Computer, Telephone, Surface, iPad, Fax Supervision Exercised Assist with supervision of student staff. Supervision Received Instructions will be specific and will be given in verbal form, email or written in hard copy form. Department Student Success, Admin Compensation $18.20 Hourly Equal Opportunity In 2020, the University of North Florida (UNF) received the prestigious INSIGHT Into Diversity magazine Higher Education Excellence in Diversity (HEED) Award, the only application-based national award for U.S. colleges and universities that exhibit an outstanding commitment to diversity and inclusion across their campuses. In addition, UNF ranked highest among the HEED institutions and was recognized as a 2020 Diversity Champion. 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 is an Equal Opportunity Employer and 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 Universitys collaboration with community partners from the local to the global level. It reflects UNFs mission to contribute to the public good and prepare educated, engaged citizens. 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 Universitys Title IX Administrator or any divisional Title IX Coordinator.