Office Specialist, Mathematics & Natural Sciences

Job Description:

The Office Specialist position is directly accountable to the Chair of Mathematics and Natural Sciences and supports the Dean of Arts & Sciences for the following duties and responsibilities:

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.

RESPONSIBILITIES:

• Provide administrative support to deans, chairs, directors, faculty, and staff.
• Serve as contact for faculty, callers, and visitors, assess need and urgency and respond as appropriate.
• Carry out Faculty Load and Compensation tasks prior to and during each semester.
• Assist with class scheduling, including initial assignments and daily maintenance of the schedule during the registration period.
• Input requisitions for ordering items, standing purchase orders, etc.
• Schedule 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.
• Handle incoming and outgoing mail.
• Assist in the facilitation of department meetings.
• Setup and maintain specialized office files and maintain confidential student data.
• Maintain and order office supplies.
• Monitor and maintain departmental budgets in consultation with the Department Chair.
• Collaborate with laboratory coordinators to track departmental spending at the course level with a view toward setting accurate course fees.
• Assist students with registration when necessary.
• Correspond with students regarding course availability and cancellations.
• Manage and order instructor textbooks and ancillary instructional materials from publishers as needed.
• Provide coverage and support for department activities.
• Support chairs, directors, and deans in the collection and management of Student Learning Outcomes from faculty.
• Facilitate communication with Barnes and Noble Bookstore and publisher representatives.
• 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 faculty syllabi and office hour schedules (per term.)
• Maintain routine and confidential office files, including electronic and server files, reorganize and purge for efficiency as needed.
• 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:

• Coordinate Math Bowl and Chemathon
• Inventory and maintain science equipment
• Facilitate the ordering of supplies for the fish and frogs when needed

Benefits

• 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:

• High School and two (2) to four (4) years of relevant work experience required.
• Detail oriented and able to multi-task effectively.
• Proficiency in Microsoft Suite (Word, Excel, PowerPoint, Outlook, One Drive, and SharePoint) required.
• Excellent teamwork and customer service skills.
• High-functioning leadership, planning, and organization experience.
• Pro-activeness and willingness to take initiative.
• Demonstrated excellence in written and oral communication.
• Strong interpersonal and organizational skills.
• Experience working with Microsoft Excel spreadsheets with knowledge of multi-tab spreadsheets.

Additional Information:

Classification: Career Service

Grant Funded : N

Location: Niceville


FLSA Status: Non-Exempt

Application Deadline: Open until filled. Review of applications will begin immediately.

Application Instructions:

All sections of the application must be completed.

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

1. NWFSC Application.
2. Resume.
3. A cover letter explaining why you consider yourself qualified for this position.

*After submitting your resume, the following page will allow you to upload additional documents. The maximum allowable size for uploading documents is 10 MB. Documents exceeding 10 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. 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, gender, or any other legally protected classification in its employment practices or its educational programs or activities. 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.