Office Specialist, Mathematics & Natural Sciences - Northwest Florida State College

The Office Specialist position is directly accountable to the Chair of Mathematics and Natural Sciences and supports the Dean of Arts & Sciences for the following duties and responsibilities:

The individual filling this position is expected to play a positive role in helping the College change as necessary to effectively carry out its mission.

RESPONSIBILITIES:

• Provide administrative support to deans, chairs, directors, faculty, and staff.
• Serve as contact for faculty, callers, and visitors, assess need and urgency and respond as appropriate.
• Carry out Faculty Load and Compensation tasks prior to and during each semester.
• Assist with class scheduling, including initial assignments and daily maintenance of the schedule during the registration period.
• Input requisitions for ordering items, standing purchase orders, etc.
• Schedule appointments and assign to appropriate calendars; set up meetings, coordinating time and locations.
• Prepare and proof official correspondence, memoranda, minutes, presentations, charts, and other documents.
• Handle incoming and outgoing mail.
• Assist in the facilitation of department meetings.
• Setup and maintain specialized office files and maintain confidential student data.
• Maintain and order office supplies.
• Monitor and maintain departmental budgets in consultation with the Department Chair.
• Collaborate with laboratory coordinators to track departmental spending at the course level with a view toward setting accurate course fees.
• Assist students with registration when necessary.
• Correspond with students regarding course availability and cancellations.
• Manage and order instructor textbooks and ancillary instructional materials from publishers as needed.
• Provide coverage and support for department activities.
• Support chairs, directors, and deans in the collection and management of Student Learning Outcomes from faculty.
• Facilitate communication with Barnes and Noble Bookstore and publisher representatives.
• Coordinate arrangements for TDY trips, i.e. scheduling appropriate reservations for hotel, airline tickets, rental cars, etc.; prepare appropriate forms prior to and upon return from the trip.
• Collect and maintain faculty syllabi and office hour schedules (per term.)
• Maintain routine and confidential office files, including electronic and server files, reorganize and purge for efficiency as needed.
• Retrieve data for reports, perform research and retrieval of records, and conduct statistical comparisons of information.
• Collaborate with administration, faculty, and staff to ensure student success.
• As a part of the college's risk management tool, annual mandatory compliance training is required.
• Perform other duties as assigned.

PROGRAM-SPECIFIC RESPONSIBILITIES:

• Coordinate Math Bowl and Chemathon
• Inventory and maintain science equipment
• Facilitate the ordering of supplies for the fish and frogs when needed

Benefits

• Health insurance for employee and dependent coverage available.
• College-paid basic life insurance for employee with additional coverage for employee and/or dependents at employee's expense.
• College-paid retirement with 3% employee contribution to the Florida Retirement System (FRS).
• Optional dental and vision insurance at employee's expense.
• Paid leave accrual (sick and vacation/annual leave).
• Paid time off for designated holidays, winter break, and spring break.
• 36-hour, 4-day workweek (Monday - Thursday) available to many departments.
• Free tickets to designated Mattie Kelly Arts Center and Raider Athletic events.

• High School and two (2) to four (4) years of relevant work experience required.
• Detail oriented and able to multi-task effectively.
• Proficiency in Microsoft Suite (Word, Excel, PowerPoint, Outlook, One Drive, and SharePoint) required.
• Excellent teamwork and customer service skills.
• High-functioning leadership, planning, and organization experience.
• Pro-activeness and willingness to take initiative.
• Demonstrated excellence in written and oral communication.
• Strong interpersonal and organizational skills.
• Experience working with Microsoft Excel spreadsheets with knowledge of multi-tab spreadsheets.

Classification: Career Service

Grant Funded: N

Location: Niceville

FLSA Status: Non-Exempt

Application Deadline: Open until filled. Review of applications will begin immediately.