Office Associate -School of Social Science and Education

Summary

Position Title

Office Associate -School of Social Science and Education

Department

School of Social Science and Education

Status

Full Time/Non-Exempt

Position Summary

This position is responsible for providing administrative support to the School of Social Sciences and Education. The position is full-time and shared between Social Sciences and Education.

Essential Job Duties

  • Provide administrative support to the Director of Social Sciences & Education and the Chair of Education, and assist them in all administrative areas as needed, including record keeping and updating, monitoring and maintaining the facilities (Gooding and Founders buildings), ordering supplies, organizing events, submitting payroll, and onboarding new faculty, staff, and student workers (see below for a more detailed description of some of these duties).
  • Provide office coverage and general administrative duties to Full Time and Adjunct faculty in the School of Social Sciences and Education (answering phones, processing mail, assisting with the copier and reimbursement requests, print shop requests, etc)
  • Foster and maintain a professional and friendly office environment including assisting students and visitors with directions and with faculty or department contact information, and maintaining organized main offices and supply rooms.
  • Collects, reviews, collates student placement applications- Full and part time, works with students to complete all required forms, collates forms and submits correct forms to appropriate departments/locations
  • Designated JU Point of contact for DCPS (Fingerprints / Background Checks – including Health Science & Fine Arts Students), all persons working in public schools must complete a level 2 background check and fingerprints, these results are sent to position for individual responses
  • Primary Point of Contact for Cooperating Teachers, for School Principals, and for the Florida Department of Education, each agency requires one person of contact to work with directly
  • Assist faculty in arranging all field trips for Education Students, academic enhancement trips as scheduled to help prepare educators
  • Handles arrangements for functions, including facility arrangements, food, receptions, etc.
  • Manages needed updates to the website for the school
  • Perform other duties as assigned

Work Conditions

  • Work is primarily indoors, but requires the employee to be in an outdoor environment when traveling between campus buildings or being off-campus
  • Standard office hours are 8:30 a.m. to 5:00 p.m.
  • Employee will be exposed to frequent noise caused by telephones, operating functions, and office machine

Physical Requirements

  • Must be able to lift and carry equipment and supplies weighing up to 40 pounds
  • Must be able to bend, stoop, and reach
  • Manual dexterity to efficiently operate a computer keyboard and other business machines
  • Near vision sufficient to read written communications and computer display screens
  • Adequate hearing to communicate effectively in person and by phone

Prerequisites Required for Position

Minimum Education Requirement

  • High school diploma

Minimum Work Experience

  • 1-2 years in a professional office environment providing administrative support
  • Advanced Microsoft Excel, Word, PowerPoint, Outlook and Office skills.
  • Customer service experience

Preferred Qualifications

  • Superior written, oral and interpersonal communication skills with a strong dedication to customer service.
  • Experience working with multiple teams.
  • Demonstrated proactive problem-solving skills and ability to work under stress and time pressure.
  • Strong organizational, time management, and communications skills.
  • Ability to set priorities, make timely decisions, and meet deadlines while working on multiple
    projects.
  • Possess high standards of ethics, accuracy, and precision.
  • Ability to think creatively, highly-driven, and self-motivated.
  • Knowledge of basic bookkeeping/accounts payable principles.

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

Covid Vaccination Information: Faculty and Staff

All Jacksonville University employees who work at any JU facility must be vaccinated against COVID-19.

For more information regarding the JU vaccination policy, please click the link below.

JU Vaccination Policy

To Apply

To apply for this position, please send your cover letter and resume by email to coas@ju.edu. Review of
applications will begin immediately and continue until the position is filled.