Office Manager

Position vacancy Announcement: 

Requirements

• Provide executive-level administrative support to the Director, including calendar management, scheduling meetings, coordinating travel, preparing agendas, maintaining correspondence, managing confidential communications, and ensuring timely follow-up on strategic initiatives; Assist the Director in implementing the Center's strategic priorities and institutional goals; Prepare reports, presentations, speeches, memoranda, meeting materials, and executive correspondence for the Director; Exercise sound judgment and professionalism while representing the Director in communications with internal and external stakeholders.
• Manage the day-to-day administrative operations of the Center; Coordinate incoming calls, correspondence, visitor inquiries, mail distribution, records management, and office workflow; Organize, maintain, and update administrative files, employee records, operational documentation, and digital filing systems; Maintain office equipment, supplies, and administrative resources necessary for daily operations.
• Serve as the Center's Human Resources liaison; Coordinate onboarding documentation for new employees, student assistants, graduate assistants, interns, volunteers, OPS employees, and Federal Work Study students; Prepare employment contracts and monitor hiring workflows; Ensure the timely and accurate completion of personnel documentation; Coordinate employee timekeeping and Time & Labor reporting through University systems.
• Coordinate procurement activities, including requisitions, purchasing, receiving, invoice reconciliation, and payment tracking; Monitor purchasing activities to ensure compliance with University policies; Assist in maintaining financial records and supporting budget management; Coordinate purchasing for grants, exhibitions, educational programming, and special events; Prepare deposits and deliver funds to the Florida A&M University Foundation and other authorized University offices as needed while maintaining appropriate financial accountability and documentation.
• Serve as the Center's Travel Representative; Coordinate travel authorizations, reservations, reimbursements, and travel documentation for faculty, staff, students, and invited guests; Monitor travel requests and ensure compliance with University travel policies.
• Assist the Director in the administrative management of grants by monitoring project timelines, maintaining supporting documentation, coordinating purchases, preparing reports, and assisting with compliance requirements; Maintain organized grant records and assist professional staff in meeting reporting deadlines.
• Assist in coordinating the daily operational readiness of the Center's three facilities; Assist with opening and securely closing museum facilities; Support visitor services and ensure a welcoming, professional environment for researchers, guests, and museum patrons; Coordinate logistical support for exhibitions, tours, educational programs, conferences, lectures, receptions, and public events.
• Assist the Director and professional staff in coordinating marketing, communications, public relations, and promotional initiatives that increase awareness of the Center's collections, exhibitions, educational programming, and community impact; Coordinate newsletters, announcements, website updates, promotional materials, and social media content consistent with University policies; Assist in promoting the Center's mission through community outreach and institutional engagement.
• Provide administrative support for donor stewardship, fundraising initiatives, sponsorship opportunities, membership activities, grant cultivation, and advancement events.

• Assist with maintaining donor records, coordinating donor correspondence, preparing fundraising materials, and supporting special events that strengthen philanthropic engagement; Support efforts to enhance the visibility, sustainability, and long-term impact of the Meek-Eaton Black Archives through strategic advancement initiatives.

Minimum Qualifications

• Bachelor's degree or technical equivalent from an accredited institution.
• Bachelor's degree or higher in Business Administration, Public Administration, Higher
  Education Administration, Communications, Marketing, Museum Studies, Nonprofit
  Management, or a related field.
• Preference will be given to candidates with two or more years of progressively
  responsible experience supporting executive leadership within higher education,
  museums, archives, libraries, nonprofit organizations, governmental agencies, or similar professional environments.
   

Competencies

• Demonstrated ability to manage multiple priorities in a fast-paced professional environment.
• Ability to exercise independent judgment and maintain confidentiality.
• Strong commitment to customer service and professional excellence.
• Ability to work collaboratively with faculty, staff, students, researchers, alumni, donors, volunteers, community partners, and museum visitors.
• Commitment to fostering an equitable, inclusive, and welcoming environment.
• Familiarity with Microsoft Office Suite and university administrative systems.
• Knowledge of Linked Data concepts is desirable.
• Ability to maintain confidential personnel, financial, donor, and institutional
  information.
• Knowledge of social media platforms and digital communications preferred.
• Ability to represent the Director and the Center professionally in interactions with
  university leadership, community partners, donors, alumni, and the public.

University Support Personnel Services (USPS) positions are career service jobs where terms and conditions are generally recognized through collective bargaining agreements and/or state statute.

In accordance with Florida Statute 112.219, relevant work experience may substitute for the required education: 4 years of experience in lieu of a Bachelor’s, or 6 years in lieu of a Master’s.

How to Apply:
Applicants are required to complete the online application with all applicable information. Applications must  include all work history and education details even if attaching a resume. If you are a current FAMU employee, you must apply through Workday. This search is being conducted under Florida law, including the Sunshine law and Public Records law. 

Conditions of Employment: 
Successful candidate is subject to a pre-employment screening which includes a review of criminal records, reference  checks and verification of education. An official college transcript, a high school diploma, or other educational  documents must be submitted, where applicable, at the time of employment. 

Only United States (U.S.) citizens or aliens who have a legal right to work in the U.S. are eligible for employment.  Federal law requires proof of your authorization to work in the United States. You will be required to provide proof  of your identity and employment eligibility within three (3) days of employment. 

Section 110.1128, Florida Statutes, prohibits employment by the State (including re-hire after a break in service) of  any male born after October 1, 1962, who failed to register with the Selective Service System, under the provisions of  the U.S. Military Selective Service Act, during the person’s period of eligibility (ages 18 through 25). Additionally, if  currently employed by the State, this law prohibits the promotion of such person. You may be required to provide  documentation. 

Reasonable Accommodation: 
If you require a reasonable accommodation pursuant to the Americans with Disabilities Amendment Act (ADAA),  please contact the Office of Equal Opportunity Programs at (850) 599-3076 at least ten (10) days prior to the start of  the event. If you are hearing or speech impaired, please contact the University by calling TDD via FRS (800)  955-8771. 

Equal Opportunity/Equal Access University:

Florida A&M University is an equal opportunity employer.

Veterans':

Preference will be given to eligible Veterans’ and spouses of Veterans' as required by Florida Statutes.