Office Manager (19724)

Florida Agricultural and Mechanical University; Tallahassee (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

Florida A&M University’s School of Journalism & Graphic Communication seeks an Office Manager to provide administrative and operational support for the SJGC divisions and serve as a key resource for faculty, staff, students, and leadership.

The role requires exceptional organizational abilities, attention to detail, strong communication skills, and the capacity to manage multiple priorities in a dynamic academic environment, ensuring efficient operation of programs and administrative

Qualifications

• High school diploma or equivalent required; five years of related experience or equivalent combination of education and experience.
• Strong knowledge of office management, records, and reporting procedures.
• Proficiency with MS Office and ability to learn university systems and processes.
• Ability to draft correspondence and maintain business records per university standards.
• Experience handling multiple priorities with accuracy and professionalism.

Responsibilities

• Provide administrative and operational support for SJGC divisions.
• Coordinate faculty personnel actions and maintain faculty documentation.
• Manage course, enrollment, and scheduling data in university systems.
• Prepare institutional reports and provide enrollment and academic data to leadership.
• Support events, meetings, and calendar management; assist with faculty onboarding and payroll-related tasks.

Skills

Administrative coordination

Organizational skills

Communication skills

Multitasking

Records management

Report preparation

Discretion & confidentiality

Problem solving

Attention to detail

Education

High school diploma or equivalent

Post-secondary education (preferred)

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Cloud-based collaboration tools

Job description

Position Vacancy Announcement

Florida A&M University's School of Journalism & Graphic Communication (SJGC) is pleased to announce the acceptance of qualified applications for the Office Manager vacancy.

Responsibilities

The successful candidate will provide administrative and operational support for the School's journalism and graphic communication divisions and serve as a key resource in supporting faculty, staff, students, and academic leadership. This position requires exceptional organizational abilities, attention to detail, strong communication skills, and the capacity to manage multiple priorities in a dynamic academic environment. The Office Manager plays an essential role in ensuring the efficient operation of academic programs and administrative processes within the School.

The Office Manager Manages The Day-to-day Operations Of The Journalism And Graphic Communication Divisions And Provides Administrative Support That Advances The Mission Of The School Of Journalism & Graphic Communication. Responsibilities Include: Coordinate faculty personnel actions and ensuring the accuracy and completeness of faculty documentation, including AOR packets, contracts, research activity forms, and related academic affairs records; Maintain course, faculty, enrollment, and scheduling information within university systems and assisting with the preparation of curriculum-related documents and reports; Prepare and submitting institutional reports and providing enrollment and academic data to division directors and school leadership; and review and maintaining faculty onboarding documentation and personnel records in accordance with university policies and procedures.

Serve as a primary point of contact for faculty, staff, students, visitors, and external stakeholders by responding to inquiries and providing information regarding school operations; Coordinate meeting logistics, maintaining records and minutes, and tracking incoming and outgoing documents; Serve as backup to the Personnel and Time and Labor Representative functions within SJGC and assisting with faculty employment and payroll-related processes; Support school events, conferences, workshops, meetings, and special programs while assisting with management of the SJGC calendar of events; Assist faculty with course management activities and coordinating efforts with university offices that support student success, career readiness, and experiential learning opportunities; and perform other duties as assigned.

Minimum Qualifications

A high school diploma or equivalency and five years of related experience; or a combination of post-high school education and experience equal to five years

Recommended Competencies

• Knowledge of administrative and office management principles and practices;
• Knowledge of records management, data collection, and reporting procedures;
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and other cloud-based collaboration tools;
• Ability to collect, evaluate, and analyze information and prepare reports;
• Ability to draft correspondence and maintain business records in accordance with university standards;
• Ability to coordinate and prioritize a high volume of work while maintaining accuracy;
• Strong interpersonal, customer service, and problem-solving skills;
• Ability to communicate effectively both orally and in writing;
• Knowledge of or ability to learn university policies, procedures, and strategic priorities;
• Strong organizational, record management, and project coordination skills;
• Experience working with administrative systems, databases, spreadsheets, and office productivity software;
• Excellent written and verbal communication skills;
• Demonstrated ability to manage multiple priorities, meet deadlines, and maintain attention to detail;
• Ability to work effectively with faculty, staff, students, and external constituents while maintaining a high level of professionalism and customer service; and,
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

Preferred Qualifications

• Bachelor's degree in Business Administration, Public Administration, Higher Education Administration, Communications, Management, Organizational Leadership, Human Resource Management, Office Administration, Information Systems, Accounting, Finance, or a related field, and relevant professional experience in office administration, business operations, personnel support, or administrative management;
• Experience working in higher education administration;
• Familiarity with student information systems, personnel systems, and academic reporting processes;
• Experience supporting faculty affairs, payroll processing, or human resource-related functions;
• Experience coordinating meetings, events, conferences, or academic programs; and
• Demonstrated commitment to customer service, collaboration, and continuous improvement.

Pay Plan

This is an USPS (University Support Personnel System) position.

Conditions of Employment

Successful candidate is subject to a pre-employment screening which includes a review of criminal records, reference checks and verification of education. An official college transcript, a high school diploma, or other educational documents must be submitted, where applicable, at the time of employment.

Only United States (U.S.) citizens or aliens who have a legal right to work in the U.S. are eligible for employment. Federal law requires proof of your authorization to work in the United States. You will be required to provide proof of your identity and employment eligibility within three (3) days of employment.

Section 110.1128, Florida Statutes, prohibits employment by the State (including re-hire after a break in service) of any male born after October 1, 1962, who failed to register with the Selective Service System, under the provisions of the U.S. Military Selective Service Act, during the person’s period of eligibility (ages 18 through 25). Additionally, if currently employed by the State, this law prohibits the promotion of such person. You may be required to provide documentation.

Reasonable Accommodation

If you require a reasonable accommodation pursuant to the Americans with Disabilities Amendment Act (ADAA), please contact the Office of Equal Opportunity Programs at [phone] at least ten (10) days prior to the start of the event. If you are hearing or speech impaired, please contact the University by calling TDD via FRS [phone].

Equal Opportunity/Access

Florida A&M University is an Equal Opportunity Employer.

Other Information

Applicants Should Submit:

• A cover letter describing qualifications and interest in the position;
• A completed Florida A&M University employment application;
• A current résumé;
• Names, addresses, telephone numbers, and email addresses of three professional references.

This search is being conducted under Florida law, including the Sunshine law and Public Records law.