Office Manager, Humanities

Salary: Negotiable Location : 5800 Bay Shore Road Sarasota Job Type: Full-Time Job Number: 00140 Division: Office of Academic Affairs Department: Humanities Opening Date: 11/17/2023 Closing Date: 1/31/2025 1:54 PM Eastern Description This position is responsible for supervising office operations, interpreting policies in the Division of Humanities. The Division of Humanities consists of a Chair(a half-time administrator and half-time faculty member), twenty-nine full-time faculty members, two instructors, an Assistant in Humanities, a Director of Stage Production, ten to twelve adjunct faculty, and a full-time office assistant. This position reports to the Chair of the Division of Humanities. Examples of Duties The Office Manager serves as fiscal liaison for the Division. A variety of duties are associated with this position, including: purchasing, budget management for the Division and many New College Foundation Funds, accounts payable, budget reconciliations, personnel, supervision and general office functions. Performs the maintenance of fiscal records for the Division. Monitors expense, OCO, and OPS funds; reconciliation of monthly budget reports. On a regular basis, timely orders supplies, equipment, repairs, etc. for the division Uses and maintains current knowledge of college BANNER applications. Modifies the fiscal recordkeeping system for the Division as necessary to meet operational needs. Composes reports and financial summaries for regular Divisional Budget Committee Meetings as well as other needs and assists in calculating and projecting future budgetary needs and justifying annual budget requests. Participates in regular Divisional Budget Committee Meetings to provide input to members and records and distributes meeting minutes. Authorizes use of funds based on budgetary considerations, exercising signature authority on all accounts. Collaborates with faculty on purchasing supplies and equipment, prepares purchase orders for expense and OCO and processes and approves invoices for payment; resolves problems with vendors. Coordinates with OPS Office Assistant ordering and receipt of routine office supplies. Directly supervises and coordinates the work of one part-time OPS Office Assistant, and since the Office Assistant is part-time, when required, completes, performs and is responsible for deadlines/and being aware of the following tasks: Faculty reviews include "tenure & promotion" to understand and execute procedures, assemble files in appropriate manner, noting upcoming deadlines and communicating to the division necessary information. Scheduling the Mini-class schedule, accounting for all necessary courses and assisting in resolving any scheduling conflicts. Requesting, collecting and preparing Semester Class Schedule, which includes course name, course description, times/days and being aware of any conflicts. Fiscal Liaison Duties: Budget - tracking budget is a major part of the duties. Monitors organizational codes and funding sources monthly to ensure payment accuracy and to ensure budgets for each category are maintained and/or deficits reported and corrected. This position will prepare financial reports, and develop/maintain summarized expenditure data. Assist in developing the annual operating budget. Finance & Administration - Reconciles internal financial records with monthly Banner reports; reviews departmental ledgers and prepares summary reports. Ensures timely and accurate reporting of financial information to the Directors. Analyzes current fiscal year spending; and prepares year-end closing data. Human Resource Policies and Procedures - coordinates HR transactions: new hire actions, terminations, leave of absences, records and files, timesheets, maintaining employee files, payroll sign-up, etc. Liaison for Human Resources to resolve problems or questions associated with appointments and payroll matters. Coordinates recruitment/selection activities for vacancies. Communicate to management when there are issues/problems with employees. This position is privy to confidential information and responsible for ensuring the privacy and confidentiality of those files and/or verbal/printed information in their possession and control consistent with Federal and State laws, and College policy. Information Technology: Complete IT forms to onboarding and terminate employees. Provide contact information to employees for questions/concerns regarding the department. Procurement: Manages purchasing functions, including purchasing cards. Stay informed on all new/current vendors; requesting W-9 and Certificate of Liability Insurance. Other Duties as Assigned Minimum Qualifications A high school diploma and five years of appropriate experience. Appropriate college course work or vocational technical training may substitute at an equivalent rate for the required experience Preferred Qualifications Associate Degree in Business Experience using Excel, bookkeeping knowledge, knowledge of BANNER and supervisory experience. 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. 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. Benefits vary by position, please visit for more information.