Office Specialist, Humanities, Fine and Performing Arts - Northwest State College

In over 50 years of service, Northwest Florida State College has earned a reputation for educational excellence and community involvement. As part of Florida's public system of 28 state and community colleges, NWFSC offers bachelor's degree programs, associate degrees, and certificates.

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.

The Office Specialist position is directly accountable to the Chair of Fine & Performing Arts and Humanities and also supports the Dean of Arts & Sciences for the following duties and responsibilities

RESPONSIBILITIES:

• Provide administrative support to deans, chairs, directors, faculty, and staff. This position will specifically support the Chair of Fine & Performing Arts and Humanities as well as the faculty and staff of the department and the Dean of Arts & Sciences.
• Monitor and maintain departmental budgets, including the preparation and tracking of purchase requisitions and monitoring expenditures.
• Input requisitions for ordering items, blanket purchase orders, etc.
• Assist with class scheduling and enter the class schedule into the registration system.
• Assist with Faculty Load and Compensation tasks
• Maintain and order office supplies.
• Set up and maintain specialized office files and maintain confidential student data.
• Assist in advising and registration when necessary.
• Correspond with students regarding course availability and cancellations.
• Serve as contact for faculty, callers, and visitors, assess need and urgency, and respond as appropriate.
• Manage and order instructor textbooks and ancillary instructional materials from publishers as needed.
• Assist in the facilitation of faculty meetings, workshops, and departmental advisory committees.
• Provide coverage and support for department activities and events (e.g., Spring Fling, Fall Festival, College Night, orientations, and tours.)
• Support chairs, directors, and deans in the collection management of Student Learning Outcomes from faculty.
• 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 office hour schedules and ensure all syllabi are submitted properly (per term).
• Update master syllabi as needed.
• Schedule faculty and student 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.
• Receive and screen calls.
• Handle incoming and outgoing mail.
• Maintain routine and confidential office files, including electronic and server files, reorganize and purge for efficiency as needed.
• Maintain database of community partners, professional organizations, Florida college system, and university admissions offices.
• 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:

• Assist in the development and implementation of special projects conducted through the Humanities, Fine and Performing Arts Division (e.g., Dance Facets, Division Recitals, Student Productions, Arnie Hart Student Show, etc.)
• Assist with the promotion and/or creation of marketing materials digitally and on campus in coordination with Strategic Communications for Department Specific Events
• Healt…