Administrative Services Manager - 997858

Nova Southeastern University; Fort Lauderdale (FL); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Tuition waiver

Retirement plan

Medical and dental plans

Job summary

Nova Southwestern University in Fort Lauderdale, FL, seeks an experienced administrator to support the Barry and Judy Silverman College of Pharmacy. The role focuses on coordinating college-wide activities, aligning processes with accreditation standards, and ensuring timely delivery of administrative services.

The position requires a Bachelor's degree and at least four years coordinating complex administrative functions, with strong MS Office skills and discretion in handling confidential

Qualifications

• Bachelor's degree required.
• Minimum four years coordinating administrative services, operations, or related functions.
• Proficient knowledge of Microsoft Office Suite.
• Strong organizational, time management, and multitasking abilities.
• Ability to handle confidential student, employee, and university information with discretion.

Responsibilities

• Represents the Dean and College leadership on university committees and initiatives, and communicates needs.
• Compiles and analyzes administrative information; prepares briefing materials, reports, and presentations.
• Manages day-to-day administrative activities, deadlines, and deliverables.
• Develops, documents, implements, and evaluates college-level administrative procedures and workflows.
• Oversees coordination of accreditation, regulatory, and institutional reporting activities.

Skills

MS Office

Administrative principles

Communication

Time management

Education

Bachelor's Degree

Tools

Banner

Job description

We are excited that you are considering joining Nova Southwestern University!

Nova Southwestern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southwestern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

• competitive salaries
• comprehensive benefits package including tuition waiver
• retirement plan
• excellent medical and dental plans

We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southwestern University.

Primary Purpose

Manages administrative and operational activities for the Barry and Judy Silverman College of Pharmacy in support of the Dean and College leadership and the achievement of academic, organizational, and institutional objectives. Coordinates college-wide initiatives and university services and ensures administrative processes align with the College’s strategic priorities, accreditation requirements, and organizational objectives.

Job Category

Exempt

Pay Basis: Annually

Subject to Grant Funding?: No

Essential Job Functions

1. 1. Represents the Dean and College leadership, as assigned, on university committees, administrative meetings, and institutional initiatives. Communicates College needs, addresses follow-up matters, and monitors resulting commitments and deliverables.
2. 2. Compiles and analyzes administrative and operational information and prepares briefing materials, reports, presentations, status updates, and recommendations for the Dean, College leadership, university committees, and institutional reporting purposes.
3. 3. Manages the College's day-to-day administrative activities by establishing operating priorities, monitoring deadlines and deliverables, identifying operational issues, and ensuring matters are addressed through completion.
4. 4. Develops, documents, implements, and evaluates College-level administrative procedures and workflows within established university policies. Identifies administrative gaps or inefficiencies and recommends practical improvements to strengthen consistency, accountability, and service delivery.
5. 5. Oversees the College's interaction with university administrative services. Assesses administrative needs, ensures requests and required documentation are complete, monitors matters through resolution, and facilitates implementation of guidance provided by the responsible university office.
6. 6. Resolves administrative and operational matters within delegated authority, develops recommendations and solutions, and refers matters requiring specialized interpretation, approval, or an exception to the appropriate university office or College leadership.
7. 7. Communicates established university policies, procedures, and administrative requirements to college faculty and staff on behalf of leadership. Refers questions requiring policy interpretation, exception approval, or specialized expertise to the appropriate university office.
8. 8. Coordinates the administrative aspects of accreditation, regulatory, and institutional reporting activities, including maintaining documentation, obtaining information from responsible contributors, monitoring deadlines and deliverables, preparing reports and presentations, and communicating incomplete requirements or potential delays to college leadership.
9. 9. Provides college-level administrative coordination for scholarships, stipends, tuition discounts, and student employment activities.
10. 10. Collects and maintains required documentation, coordinates college submissions, communicates college decisions, and works with the appropriate university offices to facilitate timely processing. Does not independently determine or approve financial awards, employment actions, or matters reserved to those offices.
11. 11. Coordinates college-level operational needs, including space requests, equipment and furniture needs, access requests, room arrangements, and other administrative services. Works with the appropriate university offices to monitor requests and facilitate timely resolution.
12. 12. Coordinates administrative logistics for college meetings, accreditation visits, leadership activities, and other college initiatives, including scheduling, communications, materials, service requests, documentation, and follow-up.
13. 13. Coordinates instructional and non-instructional FLAC payments by collecting required documentation, confirming that appropriate authorization has been obtained, entering approved payments into the established system, monitoring transaction status, and resolving or referring to outstanding matters.
14. 14. Serves as the College's timekeeping coordinator by reviewing and approving time-off requests within delegated authority, monitoring timekeeping records, coordinating corrections, and facilitating timely and accurate payroll processing in accordance with university procedures.
15. 15. Maintains College administrative records, procedure documentation, operating calendars, and shared administrative resources in accordance with university requirements. Facilitates appropriate access, timely updating, retention, and retrieval of information.
16. 16. Performs other duties and completes special projects as assigned or required.

Job Requirements

Required Knowledge, Skills, & Abilities

Knowledge:

• 1. Proficient knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• 2. Knowledge of administrative and management principles, including strategic planning, and coordination of activities and resources.
• 3. Knowledge of administrative procedures, records management, and office systems.
• 4. Knowledge of customer service principles and practices.

Skills:

• 1. Skill in exercising sound judgment and resolving complex issues in accordance with established policies and procedures.
• 2. Skill in verbal and written communications to convey information clearly and effectively to varied audiences.
• 3. Critical thinking and analytical skills to identify issues, evaluate options/information and develop effective solutions.
• 4. Skill in organizing and prioritizing work, managing time effectively, and meeting deadlines.

Abilities:

• 1. Ability to follow established procedures and work under supervision.
• 2. Ability to organize and coordinate multiple priorities, schedules, and deadlines while adhering to college and university policies.
• 3. Ability to manage multiple tasks and meet deadlines in a fast-paced, self-directed environment.
• 4. Ability to handle confidential student, employee, and university information with discretion.
• 5. Ability to communicate clearly with other departments.
• 6. Ability to identify and resolve routine issues and communicate complex problems to leadership.

Physical Requirements and Working Conditions

• 1. Must be able to understand and communicate clearly with others.
• 2. May occasionally require work outside normal business hours, including evenings or weekends.
• 3. Primarily office-based, with occasional travel to other university locations.
• 4. May require extended periods of sitting, standing, walking, bending, or reaching while performing job duties.

Required Education

Bachelor's Degree

Required Experience

Minimum four (4) years of progressively responsible experience coordinating administrative services, operations, projects, or related functions.

Preferred Qualifications

1. 1. Administrative experience in higher education.
2. 2. Experience in an academic center and supporting leadership.
3. 3. Experience coordinating accreditation, regulatory, or institutional reporting activities.
4. 4. Knowledge of Banner or other enterprise administrative systems.

Is this a safety sensitive position?: No

Background Screening Required?: No

Sensitivity Disclaimer: Nova Southwestern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.