Position Summary

Under the supervision of the Executive Director, the Innovation Center Office Manager will be responsible to manage and coordinate facility and administrative procedures to support the activities of the department. The Office Manager will also support the department with budgetary funds and purchasing, compiles reports and monitor assigned projects and/or program components. NOTE: This job will be based at the Innovation Center in Decatur, Alabama.

Essential Duties and Responsibilities

PRIMARY DUTIES:

• Provides administrative management of the day to day-to-day operations of the ACCS Innovation Center.
• Coordinate, initiate, prepare, process, and/or monitor various financial/ administrative/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/College personnel and/or outside individuals/organizations.
• Assist with the planning, logistics, and execution of internal and external events, such as travel arrangements, workshops, conferences, and community outreach programs.
• Prepare and organize files, documents, presentations, and reports for executive-level meetings and events.
• Confer regularly with Executive Director and other Executive-level team members, Innovation Center team members, other department, College personnel, and/or various outside individuals/organizations to plan and coordinate activities, exchange information, and resolve problems.
• Assist with general office work: greet visitors, answer phones, and perform reception duties; type/print using digital correspondence, reports, directing inquiries to the appropriate parties, order office supplies; maintain appointment calendars; set up meetings; photocopy; screen and distribute mail.
• Perform other specialized or technical administrative tasks related to the department's primary function, assisting with special projects and initiatives.

SECONDARY DUTIES:

• Prepare general correspondence to the System as requested by the Executive Director or other Executive-level team members.
• Assist and maintain excellent communications with internal and external stakeholders for Innovation Center activities and/or projects.
• Assist in the onboarding process for new employees, including coordinating with Human Resources, Fiscal, and IT departments to ensure a smooth transition.
• Maintain an up-to-date inventory of office supplies and equipment, placing orders as needed to ensure adequate stock levels.
• Update and maintain internal databases, such as contact lists, distribution lists, and project files, ensuring accuracy and accessibility of information.
• Proofread and edit documents, reports, and presentations for clarity, grammar, and formatting.
• Support the preparation and submission of travel requests and expense related items for the Innovation Center team, ensuring accuracy and adherence to company policies.
• Maintain an organized and efficient filing system, both physical and electronic, for easy retrieval and archiving of documents.
• Coordinate and communicate with facilities management to address office maintenance and repair issues.
• Assist with the development and implementation of office policies and procedures to improve efficiency and productivity.
• Provide occasional support to other departments or teams within the organization, as needed, to ensure smooth collaboration and overall success of projects and initiatives.
• Stay informed on industry trends, best practices, and advancements in technology related to office support, and provide recommendations for improvements as appropriate.
• Participate in professional development opportunities to enhance job-related skills and stay current with advancements in the field.
• Perform other duties as assigned.

TOOLS REQUIRED FOR JOB:

• Microsoft Office Suite: Proficiency in using Microsoft Word, Excel, PowerPoint, and Outlook for document creation, data management, presentation development, and email correspondence.
• Office equipment: Familiarity with standard office equipment such as printers, scanners, copiers, and fax machines, as well as basic troubleshooting and maintenance.
• Video conferencing tools: Knowledge of popular video conferencing platforms such as Zoom, Microsoft Teams, and Google Meet for organizing and participating in virtual meetings.
• File management software: Experience with cloud-based file storage and sharing platforms such as Google Drive, Dropbox, or Microsoft OneDrive for efficient document organization and collaboration.
• Project management software: Familiarity with Monday.com for organizing tasks, tracking progress, and managing deadlines across teams.
• Calendar management tools: Experience with electronic calendar applications, such as Google Calendar or Microsoft Outlook Calendar, for scheduling and coordinating appointments and events.
• Other applications; Adobe Acrobat, QuickBooks Business Software, Ellucian Banner

Qualifications

QUALIFICATIONS:REQUIRED:

• 
  Bachelor's degree from a regionally accredited institution OR Associate’s degree PLUS four (4) to eight (8) years of related experience.
• Minimum of three (3) years of experience (with Bachelor's) in an administrative support role, preferably within an educational or innovation-focused organization.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office tools.
• Ability to work independently and collaboratively in a fast-paced, dynamic environment.
• Exceptional interpersonal skills, with a focus on building and maintaining professional relationships.
• Discretion and ability to handle sensitive information with confidentiality.
• Experience with event planning and coordination is a plus.

Application Procedures/Additional Information

APPLICATION PROCEDURES:
Applications must be filed online at: https://www.schooljobs.com/careers/accs
A complete application packet must be submitted by the posted deadline in order to be considered for this position. Applicants who fail to submit all required information will be disqualified. A complete application packet consists of:

• 
  Online application
• Cover letter
• Current resume
• Separate list of four (4) professional references (not letters) with complete contact information
• Unofficial or official transcripts showing degree(s) conferred and conferral dates

• All application materials must be scanned. It is recommended that you have digital (preferably .pdf) copies of your cover letter, resume, list of references, and transcripts showing degree(s) and conferral dates, ready to upload before you begin the application process.
• WE DO NOT ACCEPT E-MAILED APPLICATIONS.
• When you finish the online application procedure, you will receive an on-screen notice that you have successfully applied. HOWEVER, this does not mean that your application materials are complete in accordance with the vacancy announcement. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement.

Please direct any questions regarding the application process to Charlene Finkelstein at (334) 293-4628 or charlene.finkelstein@accs.edu, or Nikita Payne at (334) 293-4603 or nikita.payne@accs.edu.

If you need technical assistance after reviewing the instructions, please contact:

NEOGOV Customer Service
Monday-Friday
8:00 am – 5:00 pm PST
(855) 524-5627

AGENCY INFORMATION:
The Alabama Community College System is an equal opportunity employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Any offer of employment is contingent upon a satisfactory criminal background investigation. This employer participates in E-Verify.

The Alabama Community College System reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.