Office Manager, Physics Department

General Description / Primary Purpose

Manage office operations of Physics Department.

The Office Manager will be responsible for supporting the Chair and over 30 full- and part-time faculty in a variety of administrative and operational tasks. These include but are not limited to budgeting, travel, hiring, and other duties as assigned.

Job Function

• Supporting the department chair, faculty, and student workers
• Create welcoming office environment.
• Routine office manager duties- routing incoming emails, telephone calls, students, and visitors; ordering and maintaining the inventory of office supplies, processing key requests and room reservations
• Maintaining personnel files for faculty
• Processing personnel paperwork for Student, A&P, full-time and visiting faculty, including processing for hiring, faculty contracts, and evaluations
• Assisting with the compilation of data for and preparation of reports as required for the Department, College and Division; complying with College/Division deadlines
• Assist with faculty and student travel; including preparation of Spend Authorizations and Expense Reports, reservations for lodging and transportation, registrations for conferences, and acquisition of the required approvals, for both domestic and international travel; p-card coding and direct pays.
• Responsible for departmental budget- including auxiliary budgets.
• Assist in marketing and social media campaigns- including development of brochures, flyers and social media postings.
• Assist in updating and maintaining the Physics website as needed
• During declared campus emergencies, this position may be required to perform specific job-related duties at a designated off campus location or place of residence.
   

Marginal Functions

Assists Program Director of the MS-MSE Program.

Departmental Requirements

• Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• Excellent communication and interpersonal skills.
• Highly motivated and detail-oriented
• Proficiency in Microsoft Office Suite, especially Excel, is required.
• Experience with budgeting, financial tracking software, and current UNF systems is a plus.

Required Qualifications: High school diploma and four years of experience directly related to the job functions. Directly related college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.