Office Specialist, Humanities, Fine and Performing Arts - Northwest Florida State College

Northwest Florida State College; Florida; On-site; USD 21,000 - 30,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Dental and vision insurance

Paid leave / PTO

4-day workweek

Free tickets to events

Job summary

Northwest Florida State College is seeking an Office Specialist in the Humanities, Fine and Performing Arts to provide comprehensive administrative support within the department. The role involves assisting the Chair and Dean, managing schedules, processing requisitions, and coordinating communications with students and faculty.

The position requires strong Microsoft Office skills, excellent communication, and the ability to multitask in a busy academic environment.

Qualifications

• High School diploma or equivalent with 2–4 years of relevant work experience.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, One Drive, and Share Drive.
• Detail-oriented with ability to multi-task.
• Excellent telephone etiquette and customer service.
• Strong written and oral communication.
• Good interpersonal and organizational skills.
• Ability to work as part of a team and grow professionally.

Responsibilities

• Provide administrative support to deans, chairs, directors, faculty, and staff.
• Monitor and track departmental budgets and expenditures.
• Input requisitions and process purchase orders.
• Assist with class scheduling and registration system data entry.
• Maintain and order office supplies; manage confidential student data.
• Assist in advising and registration when necessary.
• Coordinate communications with students regarding courses.
• Set up faculty meetings, workshops, and department events.
• Coordinate travel arrangements and TDY trips.
• Maintain syllabi and update master syllabi.
• Prepare official correspondence and meeting materials.
• Participate in risk management compliance training.

Skills

Detail-oriented

Multitasking

Customer service

Written and verbal communication

Team collaboration

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

OneDrive

Share Drive

Job description

Office Specialist, Humanities, Fine and Performing Arts

In over 50 years of service, Northwest Florida State College has earned a reputation for educational excellence and community involvement. As part of Florida's public system of 28 state and community colleges, NWFSC offers bachelor's degree programs, associate degrees, and certificates.

Job Description:

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.

The Office Specialist position is directly accountable to the Chair of Fine & Performing Arts and Humanities and also supports the Dean of Arts & Sciences for the following duties and responsibilities

RESPONSIBILITIES:

• Provide administrative support to deans, chairs, directors, faculty, and staff. This position will specifically support the Chair of Fine & Performing Arts and Humanities as well as the faculty and staff of the department and the Dean of Arts & Sciences.


• Monitor and maintain departmental budgets, including the preparation and tracking of purchase requisitions and monitoring expenditures.


• Input requisitions for ordering items, blanket purchase orders, etc.


• Assist with class scheduling and enter the class schedule into the registration system.


• Assist with Faculty Load and Compensation tasks


• Maintain and order office supplies.


• Set up and maintain specialized office files and maintain confidential student data.


• Assist in advising and registration when necessary.


• Correspond with students regarding course availability and cancellations.


• Serve as contact for faculty, callers, and visitors, assess need and urgency, and respond as appropriate.


• Manage and order instructor textbooks and ancillary instructional materials from publishers as needed.


• Assist in the facilitation of faculty meetings, workshops, and departmental advisory committees.


• Provide coverage and support for department activities and events (e.g., Spring Fling, Fall Festival, College Night, orientations, and tours.)


• Support chairs, directors, and deans in the collection management of Student Learning Outcomes from faculty.


• 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 office hour schedules and ensure all syllabi are submitted properly (per term).


• Update master syllabi as needed.


• Schedule faculty and student 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.


• Receive and screen calls.


• Handle incoming and outgoing mail.


• Maintain routine and confidential office files, including electronic and server files, reorganize and purge for efficiency as needed.


• Maintain database of community partners, professional organizations, Florida college system, and university admissions offices.


• 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:

• Assist in the development and implementation of special projects conducted through the Humanities, Fine and Performing Arts Division (e.g., Dance Facets, Division Recitals, Student Productions, Arnie Hart Student Show, etc.)


• Assist with the promotion and/or creation of marketing materials digitally and on campus in coordination with Strategic Communications for Department Specific Events


• 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

Requirements:

REQUIRED QUALIFICATIONS

• High School and two (2) to four (4) years of relevant work experience required.


• Proficiency in Microsoft Suite (Word, Excel, PowerPoint, Outlook, One Drive, and Share Drive) required.


• Detail-oriented and able to multi-task effectively.


• Skilled in telephone etiquette with excellent customer service techniques.


• Demonstrated excellence in written and oral communication.


• Strong interpersonal and organizational skills.


• Must be able to work as a team member and show capacity for professional growth and development.

PREFERRED QUALIFICATIONS:

• Associate's degree or higher preferred.

Additional Information:

Grant Funded: No

FLSA Status:Non - Exempt

Application Instructions:

All sections of the application must be completed.

Please provide a complete application package that includes all of the following:

• NWFSC Application.


• Resume.


• A cover letter explaining why you consider yourself qualified for this position.


• Copies of unofficial transcripts.

*The maximum allowable size for uploading documents is10 MB. Documents exceeding10 MB must be scanned at a lower resolution or divided into separate documents to reduce file size.

If you are disabled and need accommodations in order to participate in the application/selection process, please notify Human Resources before the specified closeout date. In accordance with the Americans with Disabilities Act, NWFSC strictly prohibits the discrimination against qualified individuals with disabilities in job application procedures, hiring, firing, advancement, compensation, job training, and other terms and conditions of employment. Preference will be given to eligible veterans and spouses of veterans for Career Service positions. NWFSC is an Equal Access/Equal Opportunity Institution and a Drug Free Workplace. All qualified persons will be considered on an equal basis. Any applicant's grievance should be addressed to the Human Resources Executive Director.
Northwest Florida State College does not discriminate based on age, color, ethnicity, race, national origin, disability, marital status, pregnancy, religion, genetic information, sex, or any other legally protected classification in its employment practices or its educational programs or activities. For more information, please visit nwfsc.edu/nondiscrimination. Por favor llame a la Oficina de Admisiones de Northwest Florida State College al 850-678-5111 para obtener materiales de la Universidad en Español.