Tampa International Airport
Office Manager (Planning & Development)
Tampa International Airport, Tampa, Florida, us, 33646
Business Office Manager (Planning & Development)
GENERAL DESCRIPTION
Reporting to the Vice President (VP) of Planning and Development (P&D), this position will manage various department functions supporting the VP, Directors, and Project Managers. The P&D Business Office Manager provides administrative support for the VP and Directors. They are responsible for the overall effective administration of the VP's office and its interactions with internal and external stakeholders. This role requires a hands-on, proactive professional approach to creating and delivering the day-to-day administrative and office management services for P&D.
The ideal candidate should have exceptional organizational and project management skills and critical thinking and problem-solving ability while ensuring the Authority's culture, business requirements, and objectives are aligned. May be tasked with ongoing project coordination of department and Authority-wide initiatives.
In managing the VP's overall calendar, the Business Office Manager understands priorities and uses good judgment to manage inevitable conflicts in meeting requests. The manager can also screen out or manage lower-priority activities.
ESSENTIAL FUNCTIONSIndependently performs various office management and project-focused duties supporting the VP, Directors, and Project Managers.Independently determines priority status for the VP's calendar giving special attention to requests that reference important matters received or observed, such as incoming communications (email, correspondence, statements, face-to-face meetings requests, phone calls, and internal staff actions).Assists in managing Board-related and Development Committee items for P&D.Initiates purchase orders and requisitions and processes incoming invoices for the department and/or project-specific work.Review correspondence for consistency and compliance with administrative policies and procedures, approvals, signatures, formatting, grammatical construction, and typographical errors.Initiates and composes agendas, meeting minutes, general business correspondence, memos, spreadsheets, logs, invoices, and reports in final form, for approval or signature of VP and Directors.Schedules department team building or other group meetings and facilitates agendas, meals, event space requests, etc.Coordinates special events and conference meetings; prepares presentation materials and provides summary and/or action reports for the VP and Directors.Participates in meetings related to P&D as needed (Weekly staff meetings, daily briefings, Development Committee, Gateway, etc.).Secures and monitors restricted, sensitive, and confidential records or information, including but not limited to records involving personnel, payroll, medical, performance, or disciplinary.Assists P&D Project Managers with administrative duties related to badging and project closeout.Assists with scheduling and coordinating height zoning activities as needed to support the Zoning Director.Arranges travel plans for the VP and other staff when required.Prepares and reconciles expense reports (including travel) expenses in electronic system on behalf of VP and other staff when required.Assists with maintenance and construction notifications.Performs other related duties as required.REQUIRED FOR ALL HCAA JOBS
In the event of an emergency or disaster that impacts the Hillsborough County Aviation Authority (HCAA), an employee may be required to respond promptly to duties and responsibilities as assigned by the employee's department or the HCAA Emergency Operations Center (EOC). Such assignments may be before, during, or after the emergency/disaster.Complies with all HCAA Policies, Procedures, and Standards.Performs other duties as assigned.QUALIFICATIONS (EDUCATION, EXPERIENCE, LICENSES & CERTIFICATIONS)
Associate's degree in Business Management, Business Administration, Public Administration or other related fields.Five (5) years of supervisory and/or administrative office management experience orFive (5) years equivalent combination of related experience, training, and education necessary to perform successfully in the role.COMPENSATION:
$76,215-$78,000 based on experience
KNOWLEDGE, SKILLS, AND ABILITIES
Experience with Oracle expense reporting or other similar systems.Advanced knowledge, skill, and ability in office management practices, current office technology, and related computer programs, including but not limited to Microsoft Office.Knowledge of executive administration, such as word processing, managing files and records, transcription, designing forms, and other related procedures.Knowledge of budget management.Skill in project management and organization.Skill in using logic and reasoning to identify complex problems and evaluate and implement alternative solutions, conclusions, or approaches.Ability to use discretion and independent judgment in evaluating information.Ability to initiate projects and presentations based on department needs.Ability to organize work, set priorities, and determine resource requirements.Ability to communicate effectively orally and in writing.Ability to conduct research, collect and interpret data, and compile statistical/analytical reports.Ability to multi-task effectively.Ability to establish and maintain effective working relationships with others within and outside the Authority.
The Aviation Authority-Tampa International Airport provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, age, sexual orientation, membership, or non-membership in an employee organization, or based on personal favoritism or other non-merit factors.
The Aviation Authority-Tampa International Airport welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision to grant reasonable accommodation requests will be made case-by-case.
GENERAL DESCRIPTION
Reporting to the Vice President (VP) of Planning and Development (P&D), this position will manage various department functions supporting the VP, Directors, and Project Managers. The P&D Business Office Manager provides administrative support for the VP and Directors. They are responsible for the overall effective administration of the VP's office and its interactions with internal and external stakeholders. This role requires a hands-on, proactive professional approach to creating and delivering the day-to-day administrative and office management services for P&D.
The ideal candidate should have exceptional organizational and project management skills and critical thinking and problem-solving ability while ensuring the Authority's culture, business requirements, and objectives are aligned. May be tasked with ongoing project coordination of department and Authority-wide initiatives.
In managing the VP's overall calendar, the Business Office Manager understands priorities and uses good judgment to manage inevitable conflicts in meeting requests. The manager can also screen out or manage lower-priority activities.
ESSENTIAL FUNCTIONSIndependently performs various office management and project-focused duties supporting the VP, Directors, and Project Managers.Independently determines priority status for the VP's calendar giving special attention to requests that reference important matters received or observed, such as incoming communications (email, correspondence, statements, face-to-face meetings requests, phone calls, and internal staff actions).Assists in managing Board-related and Development Committee items for P&D.Initiates purchase orders and requisitions and processes incoming invoices for the department and/or project-specific work.Review correspondence for consistency and compliance with administrative policies and procedures, approvals, signatures, formatting, grammatical construction, and typographical errors.Initiates and composes agendas, meeting minutes, general business correspondence, memos, spreadsheets, logs, invoices, and reports in final form, for approval or signature of VP and Directors.Schedules department team building or other group meetings and facilitates agendas, meals, event space requests, etc.Coordinates special events and conference meetings; prepares presentation materials and provides summary and/or action reports for the VP and Directors.Participates in meetings related to P&D as needed (Weekly staff meetings, daily briefings, Development Committee, Gateway, etc.).Secures and monitors restricted, sensitive, and confidential records or information, including but not limited to records involving personnel, payroll, medical, performance, or disciplinary.Assists P&D Project Managers with administrative duties related to badging and project closeout.Assists with scheduling and coordinating height zoning activities as needed to support the Zoning Director.Arranges travel plans for the VP and other staff when required.Prepares and reconciles expense reports (including travel) expenses in electronic system on behalf of VP and other staff when required.Assists with maintenance and construction notifications.Performs other related duties as required.REQUIRED FOR ALL HCAA JOBS
In the event of an emergency or disaster that impacts the Hillsborough County Aviation Authority (HCAA), an employee may be required to respond promptly to duties and responsibilities as assigned by the employee's department or the HCAA Emergency Operations Center (EOC). Such assignments may be before, during, or after the emergency/disaster.Complies with all HCAA Policies, Procedures, and Standards.Performs other duties as assigned.QUALIFICATIONS (EDUCATION, EXPERIENCE, LICENSES & CERTIFICATIONS)
Associate's degree in Business Management, Business Administration, Public Administration or other related fields.Five (5) years of supervisory and/or administrative office management experience orFive (5) years equivalent combination of related experience, training, and education necessary to perform successfully in the role.COMPENSATION:
$76,215-$78,000 based on experience
KNOWLEDGE, SKILLS, AND ABILITIES
Experience with Oracle expense reporting or other similar systems.Advanced knowledge, skill, and ability in office management practices, current office technology, and related computer programs, including but not limited to Microsoft Office.Knowledge of executive administration, such as word processing, managing files and records, transcription, designing forms, and other related procedures.Knowledge of budget management.Skill in project management and organization.Skill in using logic and reasoning to identify complex problems and evaluate and implement alternative solutions, conclusions, or approaches.Ability to use discretion and independent judgment in evaluating information.Ability to initiate projects and presentations based on department needs.Ability to organize work, set priorities, and determine resource requirements.Ability to communicate effectively orally and in writing.Ability to conduct research, collect and interpret data, and compile statistical/analytical reports.Ability to multi-task effectively.Ability to establish and maintain effective working relationships with others within and outside the Authority.
The Aviation Authority-Tampa International Airport provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, age, sexual orientation, membership, or non-membership in an employee organization, or based on personal favoritism or other non-merit factors.
The Aviation Authority-Tampa International Airport welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision to grant reasonable accommodation requests will be made case-by-case.