Office Supervisor, Office of the Registrar
Full Time
Sarasota, FL
Posted
Job description
Applicants may be asked to demonstrate any or all of the following duties:
1. Ensures that all federal, state and local laws, and College policies, procedures and departmental standards are followed. Works with the College Registrar and departmental managers in their implementation.
2. Works closely with the College Registrar to develop procedures and best practices. Provides input in management decisions, supports the mission and vision of the department and works to maintain a positive office environment.
3. Assists in maintaining a high level of customer satisfaction. Assists in the collecting and compilation of information used for quality assurance. Interviews and greets visitors and phone callers and provides information.
4. Assigns various programmatic areas of responsibility per the College Registrar’s instructions to the administrative and career staff as well as provides supervision and oversight. Supervisory responsibilities include, but are not limited to, coordinating work schedules, monitoring assigned work, approving leave requests and time sheets, and evaluating staff. Assigns and coordinates the work of the student assistants and temporary staff.
5. Can perform the duties of the staff that report to this position, provides additional training when needed and provides orientation and training for new staff. Coordinates with the Associate Registrar to maintain cross-training and ability for seamless backup if required.
6. Special projects: Assists with third party vendors and the selection process, as well as serving as the department point of contact. Works to report and remedy any issues with third party vendors.
7. Oversees the ordering of office materials.
8. Works with the College Registrar in the development and updating of an office policy and procedure manual.
9. Maintains the department-specific database, inputs project data and other related information and utilizes data to prepare reports. Maintains reports for federal, state, and local reporting. Creates and maintains additional spreadsheets as needed.
10. Prepares requisitions, purchase orders, encumbrances, working in Banner and Budget spreadsheets, as well as filing etc., and other related work as needed. Coordinates travel arrangements, prepares travel forms and arranges for reimbursement of funds.
11. Receives, screens and direct calls in a timely and efficient manner. Types, proofreads, processes letters, and creates reports. Takes notes, minutes at meetings, memorandum, forms, schedules, and related paperwork. Prepares PowerPoint presentations on subject matter for College Registrar.
12. Manages the front counter schedule and ensures appropriate coverage and customer service.
13. Maintains the Office of the Registrar website.
14. Assists with hiring policies of State College of Florida, Sarasota-Manatee within the Office of the Registrar, which includes, printing of applications, resumes, and cover letters of applicants. Submits to hiring manager in department. Schedules applicant interviews. Oversees that the HR process is followed correctly, which includes applicant references and follow-up that the proper paperwork is submitted to Human Resources.
15. Works with the Help Desk for technical difficulties with printers, faxes, phones, etc., that affect the Office of the Registrar staff and College Registrar.
16. Oversees the office set-up for new department employees, including submitting requests for computers, telephones, long distance access codes, email and Banner access.
17. Responsible for updating the Office of the Registrar Organizational Chart.
18. Works with the College Registrar on updating job descriptions.
19. Collaborates closely with Administrative Assistants both internally and externally for good coordination of calendars and meeting planning.
20. Provides assistance to the department staff with coordination of time-sensitive projects.
21. Provides budgeting and purchasing assistance for the Office of Financial Aid.
Minimum Qualifications
1. Ensures that all federal, state and local laws, and College policies, procedures and departmental standards are followed. Works with the College Registrar and departmental managers in their implementation.
2. Works closely with the College Registrar to develop procedures and best practices. Provides input in management decisions, supports the mission and vision of the department and works to maintain a positive office environment.
3. Assists in maintaining a high level of customer satisfaction. Assists in the collecting and compilation of information used for quality assurance. Interviews and greets visitors and phone callers and provides information.
4. Assigns various programmatic areas of responsibility per the College Registrar’s instructions to the administrative and career staff as well as provides supervision and oversight. Supervisory responsibilities include, but are not limited to, coordinating work schedules, monitoring assigned work, approving leave requests and time sheets, and evaluating staff. Assigns and coordinates the work of the student assistants and temporary staff.
5. Can perform the duties of the staff that report to this position, provides additional training when needed and provides orientation and training for new staff. Coordinates with the Associate Registrar to maintain cross-training and ability for seamless backup if required.
6. Special projects: Assists with third party vendors and the selection process, as well as serving as the department point of contact. Works to report and remedy any issues with third party vendors.
7. Oversees the ordering of office materials.
8. Works with the College Registrar in the development and updating of an office policy and procedure manual.
9. Maintains the department-specific database, inputs project data and other related information and utilizes data to prepare reports. Maintains reports for federal, state, and local reporting. Creates and maintains additional spreadsheets as needed.
10. Prepares requisitions, purchase orders, encumbrances, working in Banner and Budget spreadsheets, as well as filing etc., and other related work as needed. Coordinates travel arrangements, prepares travel forms and arranges for reimbursement of funds.
11. Receives, screens and direct calls in a timely and efficient manner. Types, proofreads, processes letters, and creates reports. Takes notes, minutes at meetings, memorandum, forms, schedules, and related paperwork. Prepares PowerPoint presentations on subject matter for College Registrar.
12. Manages the front counter schedule and ensures appropriate coverage and customer service.
13. Maintains the Office of the Registrar website.
14. Assists with hiring policies of State College of Florida, Sarasota-Manatee within the Office of the Registrar, which includes, printing of applications, resumes, and cover letters of applicants. Submits to hiring manager in department. Schedules applicant interviews. Oversees that the HR process is followed correctly, which includes applicant references and follow-up that the proper paperwork is submitted to Human Resources.
15. Works with the Help Desk for technical difficulties with printers, faxes, phones, etc., that affect the Office of the Registrar staff and College Registrar.
16. Oversees the office set-up for new department employees, including submitting requests for computers, telephones, long distance access codes, email and Banner access.
17. Responsible for updating the Office of the Registrar Organizational Chart.
18. Works with the College Registrar on updating job descriptions.
19. Collaborates closely with Administrative Assistants both internally and externally for good coordination of calendars and meeting planning.
20. Provides assistance to the department staff with coordination of time-sensitive projects.
21. Provides budgeting and purchasing assistance for the Office of Financial Aid.
- Education/Experience:
High school diploma or general education degree (GED), and six (6) or more years of related experience in the Registrar’s Office or higher education.
Experience in writing, editing and proof-reading documents, reports, and letters. Experience with Banner, Parchment transcripts, budgeting, purchasing, and reconciliation of financial documents.
Experience in writing, editing and proof-reading documents, reports, and letters. Experience with Banner, Parchment transcripts, budgeting, purchasing, and reconciliation of financial documents.
- Supervisory Experience:
One or more years of experience as a supervisor, with responsibility for scheduling and assigning work, training new employees, and assisting others with problems, is required.
Preferred Qualifications
Associate’s Degree preferred.
Special Instructions to Applicants
Please note this posting is only open to current State College of Florida employees and will be open for 5 business days.
Public Records: All college searches are subject to compliance with Florida’s Public Records Law and all documents submitted become the property of the college. Veteran Preference: This position is a career-level position and is eligible for veteran preference. If you qualify, please complete the Veteran Preference section of the application and attach a copy of your DD214.
Pre-Employment Screenings
Public Records: All college searches are subject to compliance with Florida’s Public Records Law and all documents submitted become the property of the college. Veteran Preference: This position is a career-level position and is eligible for veteran preference. If you qualify, please complete the Veteran Preference section of the application and attach a copy of your DD214.
Requires successful completion of criminal background screenings and employment reference checks.
Department Name Office of the Registrar Campus Bradenton Work Schedule 12 month Work Hours From 8:00 AM Work Hours To 4:30 PM Total Hours Per Week 37.5 Requested Start Date ASAP Job Type Staff/Administration Benefits Eligible Yes Hiring Range $15.80-$23.20 FLSA Non-Exempt Job Open Date 04/28/2023 Job Close Date Open Until Filled No Statement of Non-Discrimination
State College of Florida, Manatee-Sarasota does not discriminate on the basis of sex, pregnancy, race, religion, age, national origin/ethnicity, color, marital status, disability, genetic information or sexual orientation in any of its educational programs, services and activities, including admission and employment. Direct inquiries regarding nondiscrimination policies to: Equity Officer, 941-752-5323, 5840 26th St. W., Bradenton, FL 34207.
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