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SE0372.00000

Arts/Entertainment Office Mgr

Staff

Full-Time

Staff (ed. support)

Performs advanced administrative support work supervising and directing the office activities of the academic division of Arts & Entertainment. Includes administrative support, facilitating enrollment management duties, oversight of budget and grant related activities, purchasing of equipment for large academic division, and coordinating hiring related functions. Work is performed under general direction of the Dean of Arts & Entertainment.

1621

Non-Exempt

S1879P

Orlando, FL 32825 - East Campus

Orlando, FL 32825 - East Campus

1

07/14/2023

07/31/2023

No

https://valenciacollege.peopleadmin.com/postings/30109

$36,754 – $44,105 yearly

1. Assists Dean, Arts & Entertainment by coordinating processes and practices to insure all areas maximize a learning-centered environment.

2. Develops and evaluates office procedures and work flow within area and implements changes as required.

3. Supervises, as appropriate, career services staff, including annual performance reviews, and counseling staff with respect to job performance as necessary.

4. Communicates with the public regarding Arts & Entertainment events. Receives, screens, and routes Division telephone calls as needed.

5. Coordinates, creates, and maintains Academic class schedules; serves as liaison with Program Chairs and Dean. Coordinates student registration into restricted access programs, such as Dance, Film, and Music Private Lessons, including the workload schedules and contracts for Private Lessons Instructors.

6. Coordinates with the Marketing Department to assure payment for advertising and marketing efforts.

7. Coordinates the preparation and processing for office Staff payroll, faculty contracts, and Instructors.

8. Coordinates and prepares paperwork and payments for all consultants, vendors, art models, special projects, and annual Division events.

9. Responsible for ordering and procuring all grant-related equipment in alignment with federal and state regulations.

10. Provides oversight of budget, maintains department budget reports and related documentation. Orders and procures materials/supplies using P-card, online requisitions; tracks expenses and prepares reports as requested.

11. Coordinates expenditures, payment of personnel, and purchases related to Grants; maintains communication and compliance with Grants office, Workforce Development, and/or Procurement as needed.

12. Coordinates hiring, induction, and orientation of new employees; assures coordination of documentation for faculty Credentialing guidelines.

13. Assists in addressing confidential issues affecting students and staff, while making appropriate recommendations and/or referrals.

14. Responsible for maintaining Division files (electronic and paper).

15. Schedules and attends Advisory Board meetings for all A.S. Programs.

16. Engages in department, Division, campus, and college activities as appropriate.

17. Performs other duties as assigned.

High school diploma or general education degree (GED).

Bachelor’s Degree from a regionally accredited Institution.

Bookkeeping, budget, or accounting experience with computer-based budget systems (e.g., Banner).

Progressively responsible experience providing office support for a large college department or commercial business.

Supervisory experience.

Experience in handling a large volume of functions and activities and following complex instructions.

Knowledge of budget preparation and administration.

Knowledge of the principles and practices of supervising employees.

Skill in effectively communicating with discretion and accuracy, verbally and in writing.

Skill in the use of personal computers, general office software programs, and office equipment.

Ability to prioritize work, meet deadlines, pay attention to detail, make appropriate decisions, and follow-through on assignments.

Ability to work and manage tasks without close supervision.

Ability to collect and analyze budget and operational information, and prepare related reports.

Ability to deal effectively with students, faculty, and supervisors.

Ability to exercise initiative in maintaining professional contacts within the college for the purpose of expediting Division work (e.g., Human Resources, Procurement, Finance, other divisions within the college, external vendors, etc.).

Ability to sit at a desk and view a display screen for extended periods of time.

Ability to access vertical and horizontal files/shelves.

Ability to work effectively in a diverse community and meet the needs of diverse student populations.

This job primarily operates in a professional office environment. The employee will routinely operate standard office equipment including but not limited to computers, keyboards, mouse, phones, photocopiers, printers, scanners, filing cabinets and fax machines. While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.

Typical physical competencies include but are not limited to frequently remaining stationary, moving, reaching, positioning self and occasionally ascending/descending, lifting/moving objects weighing between 5-15 pounds. This job also entails frequently communicating, discerning and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus. Cognitive abilities include but are not limited to frequently using discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making.

The typical work environment, physical and cognitive demands listed above are representative of those that must be met by an employee to successfully perform the essential functions of this job. The College has a process to identify and make available reasonable accommodations to enable individuals with disabilities to perform the essential functions.