Administrative Spec I (Office Manager)

Classification Title:

Administrative Spec I

Job Description:

Child & Family Accounts

Employee will be responsible for processing all office-related paperwork relating to newly enrolled, transitioning, and withdrawn children. Will ensure that the center administration has up-to-date email distribution lists for both families and staff. Annually, this position will coordinate with other UF ECC office managers for school picture day.

The office manager will be responsible for the management of the School Readiness and VPK programs, through the Alachua County ELC office. This would include the collection and submission of VPK certificates, and the submission of monthly attendance reports for children enrolled in the VPK program in accordance with guidelines set by the ELC office. The employee will also be responsible for the collection and attendance submission for any School Readiness children that are enrolled at the office manager's assigned center.

Staff Support

Process all office-related paperwork and onboarding process for all newly hired staff at the office managers assigned center. To include reviewing payroll procedures, computer access, issuing ID cards, and all other items listed on the UF ECC new hire checklist. Employee is also responsible for processing all office-related paperwork relating to all employee terminations, at the office managers assigned center. In coordination with other UF ECC office managers, schedule CPR/First Aid training courses for staff.

The office manager will be responsible for the review and approval of all time for all full- and part-time employees, for their assigned center, following the payroll schedule set forth by the University Payroll office.

Fiscal Responsibilities

In coordination with the center Assistant Director, this position will oversee the classroom budgets, ensuring that classrooms accurately record all classroom related purchases, and the classrooms remain within their budget allocation. When purchases are approved by center administration, the office manager will be responsible for the purchase of the requested supplies. The office manager will also be responsible for maintaining an appropriate inventory of health, sanitation, and office supplies for classrooms and offices.

Security & Maintenance

The office manager is responsible for ensuring that all family and staff contact information is current in the emergency notification system. The employee will ensure facility security by maintaining key inventory, distributing keys, maintaining security devices, and regularly updating entry codes. Will schedule and coordinate fire, emergency, and evacuation drills in collaboration with UF personnel, for the office managers assigned center.

Will serve as the center contact for janitorial services, overseeing the quality of janitorial work and ensure all classrooms, offices, and kitchen areas are properly cleaned and maintained. Submit and oversee the completion of work orders for facility repairs and maintenance . The employee will be responsible for completing regular walkthroughs of the building and playgrounds to identify any issues and submitting the appropriate requests to have the issue corrected.

Website & Publications

Position is responsible for maintaining the UF ECC website and social media pages, under the direction of program administration. The office manager will work with newly hired staff to take their photo and get their biographical information for the staff page. Employee will also be responsible for ensuring the UF ECC Facebook and Instagram pages are kept up to date with current content. This position will also take part in developing publications, videos, and promotional materials for special events and programs.

Other Duties

Assist UF ECC Administrative staff with special projects and other duties as assigned. Coordinate with the Fiscal Manager on the retention and destruction of records and documents in compliance with UF record destruction regulations.

Travel using personal vehicle required for local errands and supply purchases. Travel is within the Gainesville area and would include both on and off campus vendors.

Expected Salary:

$21.00 to $23.00 per hour based on education & experience

Minimum Requirements:

Bachelor's degree or an equivalent combination of education and appropriate experience.

Preferred Qualifications:

• Experience in an administrative position in an early childhood or other educational setting.
• Strong background in office administration, personnel support, and program management, with a keen eye for detail and a proactive approach to problem-solving.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite and familiarity with content management systems.
• Ability to work independently and collaboratively within a team.

Special Instructions to Applicants:

Please upload a cover letter and resume.

WORK SCHEDULE:

UF ECC operating hours are 7:30AM to 5:30PM, Monday to Friday. Office managers work an 8-hour shift with a 30-minute lunch break. Shift and center assignment may be adjusted based on the needs of the UF ECC program.

Remote work time may be incorporated into the employees' weekly schedule based on the needs of the assigned center.

Additional hours may be worked outside of general operating hours due to trainings, staff meetings, or program special events.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Health Assessment Required:
No

Advertised: 23 Aug 2024 Eastern Daylight Time
Applications close: 01 Sep 2024 Eastern Daylight Time