Office Manager

The Office Manager/Executive Assistant provides administrative support to ensure efficient office operations by serving as the eyes and ears of the office director—providing information, answering questions, and responding to requests.

This position works with sensitive information and must exercise discretion to maintain confidentiality and security, while ensuring compliance with privacy policies and regulations. The Office manager is responsible for meeting deadlines and adapting to changing priorities.

The role is expected to maintain workflow by analyzing and refining standard operating procedures, including scheduling, communications, and office layout. The individual manages calendars for the senior staff, makes travel arrangements, and coordinates internal and external resources to expedite workflow.

Additionally, the position oversees and supports the achievement of organizational goals while upholding best practices aligned with institutional standards.

Provides general support to visitors, both in person and virtually. Serves as the primary point of contact for internal and external clients. Manages calendars for assigned senior executive(s) and liaises with executive and senior administrative assistants to handle requests and inquiries from senior management.

Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and visitors. Plans meetings and records detailed minutes to ensure accurate documentation. Coordinates meeting logistics, including room setup and catering.

Prepares and distributes email correspondence, memos, letters, faxes, and forms. Maintains contact lists to support effective communication and assists in the preparation of regularly scheduled reports. Arranges executive travel in accordance with university policies and submits and reconciles related expense reports. Collaborates closely with administrative staff and supports colleagues as needed.

Updates and maintains office policies and procedures. Develops and manages digital and physical filing systems. Monitors inventory levels and orders office supplies from approved vendors as appropriate.

Performs other duties as assigned.

• This position requires a high school diploma or equivalent, along with six (3) years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may be substituted for the required experience on an equivalent basis.

Special Skills/Training

• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, including printers and fax machines.
• Proficiency in Microsoft Office applications, particularly Microsoft Outlook, Excel, and PowerPoint.
• Excellent time management skills and the ability to prioritize workload effectively.
• Strong attention to detail and problem-solving abilities.`

• 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.

• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements

• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:

(a) Two years of direct experience for an associate degree;

(b) Four years of direct experience for a bachelor’s degree;

(c) Six years of direct experience for a master’s degree;

(d) Seven years of direct experience for a professional degree; or

(e) Nine years of direct experience for a doctoral degree

• 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.