Office Administrator
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About The Position
The Office Administrator at the University of West Florida plays a crucial role in supporting the faculty and managing various administrative tasks within the department. This position is responsible for maintaining student and personnel files, preparing academic materials for faculty, and managing department budgets. The Office Administrator will also prepare payroll paperwork, process student evaluations, and handle all P-card purchasing, which includes initiating purchase requisitions and preparing travel duties. Additionally, the role involves taking minutes for all faculty meetings, ensuring that all administrative functions run smoothly and efficiently. In this position, the Office Administrator will provide technical and administrative support to the department Chair, faculty, staff, and students on a daily basis. This includes creating and maintaining personnel files for adjuncts, graduate assistants, and student assistants. The Office Administrator will prepare adjunct appointment forms for the Dean's Office and essential payroll documents, acting as the office receptionist and overseeing the sorting and delivery of mail. The role also requires assisting with travel arrangements for faculty, students, and non-employee visitors, as well as producing typed materials using word processing software. The Office Administrator is responsible for controlling the flow of paperwork for departmental faculty, which includes managing correspondence, quizzes, exams, materials for publication, reports, and committee work. They must maintain the security of all exams and confidential information, gather data for course distribution each semester, prepare book orders, and schedule department course offerings. The role also involves assisting with departmental events, making room reservations, and catering orders as needed. Furthermore, the Office Administrator will maintain all departmental budgets, initiate purchase requisitions, and process travel reimbursements. They will also approve requests for office supplies, train any departmental OPS staff, supervise inventory of department equipment, and ensure the security of equipment as appropriate. The position may require assistance with PageUp documents and involves organizing office routines to ensure coverage at all times. The Office Administrator will supervise OPS office staff and indirectly supervise graduate assistants, certifying payroll for OPS student assistants, graduate assistants, tutors, and student technical support. They will also maintain matriculation fee waiver information on graduate assistants and complete all data input for waivers and awards.
