What are the responsibilities and job description for the Coordinator, Administrative Services position at New College of Florida?
Description
The Office Manager performs accounts payable and budgetary responsibilities, & operates as back-up to the Assistant Director and Mailroom Staff
Examples of Duties
- Maintains operating manual for office procedures
- Process large volume of A/P invoices and utility billing
- Organizes and maintains electronic files
- Answers a multi-line telephone, routes calls accordingly, and takes accurate messages
- Monitors radio dispatch and routes dispatches messages, information, etc.
- Works closely with maintenance staff and outside vendors
- Acts as a receptionist; greets, announces and routes visitors
- Distributes and monitors keys assigned to vendors; maintains new key file for distribution to NCF employees
- Prepares and enters Purchase Order Requisitions in Banner to produce accurate Purchase Orders
- Maintains budget within each Purchase Order to ensure availability of funds
- Ensures invoices match PO’s and are set for payment in a timely manner
- Prepares Professional Service Agreements for Vendors, and obtains Certificates of Insurance; maintains proper files of same
- Performs internal audit when invoices are presented against a Purchase Order for Physical Plant
- Provides an internal cross-check of accuracy against the proposal/invoice/purchase order
- processes all department invoices, including campus utility bills
- Manages Attractive Asset List, and maintains Elevator License, Boiler License, Warranty, Vehicle Information and other files
- Calculates and compiles monthly utility consumption report; calculates and compiles quarterly energy consumption report and cost data; submits all data to appropriate authority
- Other duties as assigned
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in-group
problem solving situations; Uses reason even when dealing with emotional topics.
Interpersonal Skills – This position requires strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse
setting.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group
presentation skills; Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to
read and interpret written information.
Cost Consciousness - Works within approved budget; Develops and implements cost saving measures. Articulates financial implications and realities.
Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives;
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure
quality.
Information Technology - Experience with and understanding of automated systems and analytical and reporting tools.
Minimum Qualifications
- High school diploma or GED and five (5) years of experience in an office or administrative support position. Addition education may be substituted for this experience
- requirement
- Strong accounts payable and budgeting experience is needed with a solid knowledge of creating detailed excel spreadsheets and statistical reports.
- Must demonstrate the ability to work well with others. Courtesy, cooperation, and consideration are required to be successful in this position.
- Must be able to take a project/process from start to finish
- Experience with Microsoft Office
- Excellent communication skills (verbal and written)
Preferred Qualifications
- Experience using a radio dispatch
- resilient attitude/ability to work in a fast paced environment
- Construction and/or Accounting experience
- Ellucian Banner experience
- Adobe and Google Suite experience
New College of Florida (NCF) is an equal opportunity employer and educational provider committed to a policy of non-discrimination for any member of the NCF community on the basis of race, creed, color, sex, religion, national origin, age, disability, genetic information, veterans' status, marital status, or any other legally protected group status. This policy applies to faculty, staff, students, volunteers, visitors, applicants, and contractors in a manner consistent with applicable laws, regulations, ordinances, orders, and University policies, procedures, and processes.
