Office Administrator

Office Administrator

The Office Administrator position supports the Dean of the College of Nursing. This position uses discretion in making sound judgments, provides specialized administrative support, makes independent decisions, and ensures the security of highly sensitive and confidential matters. In addition to maintaining the Dean's calendar, responsibilities include researching and preparing materials for meetings and agenda items as well as taking accurate notes during meetings.

Responsibilities

30% Serves as a liaison to both internal and external constituencies. Explains policies and procedures, answers questions, and independently resolves issues whenever feasible. Prioritizes incoming correspondence, compiles information necessary to develop responses, and responds to routine requests. Receives and triages telephone calls, takes messages, and briefs leadership and / or responds independently, as appropriate. Ensures all information coming in and going out of the Dean's office is timely, relevant, professional, and credible, and that information is acted on appropriately.

25% Accurately maintains appointment calendar for the Dean. Schedules meetings and conferences as requested. Coordinates administrative and logistical support for such meetings and conferences. Attends meetings and conferences for and / or with the Dean when needed and takes accurate notes.

15% Coordinates and manages the Dean's travel arrangements, including all documents and materials required, as well as reimbursement.

15% Oversees the general day-to-day operation of the Dean's Office. Assists with functions related to event planning, both in terms of small and large events. Supervises staff and / or students.

15% Prepares presentation materials, editing content and adding appropriate graphic and design elements. Composes and / or prepares correspondence, memorandum, forms, and reports using appropriate software systems. Advises on and implements administrative office policies and procedures; develops and implements office forms.

5% Performs other duties as assigned.

Qualifications

This position requires a high school diploma or equivalent, with at least five years of experience in an office or administrative support position or a Bachelor's degree and 3 years of related experience. Additional education may not be substituted for this experience requirement.

Degree Equivalency Clause : Four years of direct experience for a bachelor's degree. Senate Bill 1310- The Florida Senate (https : / / www.flsenate.gov / Session / Bill / 2023 / 1310) is conditional upon meeting all employment eligibility requirements in the U.S. Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment. Minimum qualifications that require a high school diploma are exempt from SB 1310.