Office Specialist, Humanities, Fine & Performing Arts

Job Description: The individual filling this position is expected to play a positive role in helping the College change as necessary to effectively carry out its mission. The Office Specialist position is directly accountable to the Chair of Fine & Performing Arts and Humanities and also supports the Dean of Arts & Sciences for the following duties and responsibilities: Provide administrative support to deans, chairs, directors, faculty, and staff. This position will specifically support the Chair of Fine & Performing Arts and Humanities as well as the faculty and staff of the department and the Dean of Arts & Sciences. Monitor and maintain departmental budgets, including the preparation and tracking of purchase requisitions and monitoring expenditures. Input requisitions for ordering items, blanket purchase orders, etc. Assist with class scheduling and enter the class schedule into the registration system. Assist with Faculty Load and Compensation tasks Maintain and order office supplies. Setup and maintain specialized office files and maintain confidential student data. Assist in advising and registration when necessary. Correspond with students regarding course availability and cancellations. Serve as contact for faculty, callers and visitors, assess need and urgency and respond as appropriate. Manage and order instructor textbooks and ancillary instructional from publishers as needed. Assist in the facilitation of faculty meetings, workshops, and departmental advisory committees. Provide coverage and support for department activities and events (e.g., Spring Fling, Fall Festival, College Night, orientations, and tours.) Support chairs, directors, and deans in the collection management of Student Learning Outcomes from faculty. Coordinate arrangements for TDY trips, i.e. scheduling appropriate reservations for hotel, airline tickets, rental cars, etc.; prepare appropriate forms prior to and upon return from the trip. Collect and maintain faculty syllabi and office hour schedules (per term.) Update master syllabi as needed. Schedule faculty and student appointments and assign to appropriate calendars; set up meetings, coordinating time and locations. Prepare and proof official correspondence, memoranda, minutes, presentations, charts, and other documents. Receive and screen calls. Handle incoming and outgoing mail. Maintain routine and confidential office files, including electronic and server files, reorganize and purge for efficiency as needed. Maintain database of community partners, professional organizations, Florida college system, and university admissions offices. Retrieve data for reports, perform research and retrieval of records, and conduct statistical comparisons of information. Collaborate with administration, faculty, and staff to ensure student success. As a part of the college's risk management tool, annual mandatory compliance training is required. Assist in the development and implementation of special projects conducted through the Humanities, Fine and Performing Arts Division (e.g., Dance Facets, Student Productions, Arnie Hart Student Show, etc.) Perform other duties as assigned. Benefits Health insurance for employee and dependent coverage available. College-paid basic life insurance for employee with additional coverage for employee and/or dependents at employee's expense College-paid retirement with 3% employee contribution to the Florida Retirement System (FRS) Optional dental and vision insurance at employee's expense Paid leave accrual (sick and vacation/annual leave) Paid time off for designated holidays, winter break, and spring break 36-hour, 4-day workweek (Monday - Thursday) available to many departments Free tickets to designated Mattie Kelly Arts Center and Raider Athletic events Requirements: High School and two (2) to four (4) years of relevant work experience required. Associate's degree with one (1) to four (4) years of relevant work experience recommended. Proficiency in Microsoft Suite (Word, Excel, PowerPoint, Outlook, One Drive, and Share Drive) required. Detail-oriented and able to multi-task effectively. Skilled in telephone etiquette with excellent customer service techniques. Demonstrated excellence in written and oral communication. Strong interpersonal and organizational skills. Must be able to work as a team member and show capacity for professional growth and development. Additional Information: Classification: Career Services Grant Funded: N Location: Niceville FLSA Status: Non-ExemptApplication Deadline: Open until filled. Review of applications will begin immediately. Application Instructions: All sections of the application must be completed. Please provide a complete application package that includes all of the following: NWFSC Application. Resume. A cover letter explaining why you consider yourself qualified for this position. Copies of unofficial transcripts. After submitting your resume, the following page will allow you to upload additional documents. The maximum allowable size for uploading documents is 10 MB. Documents exceeding 10 MB must be scanned at a lower resolution or divided into separate documents to reduce file size. If you are disabled and need accommodations in order to participate in the application/selection process, please notify Human Resources before the specified closeout date. All qualified persons will be considered on an equal basis. Any applicant's grievance should be addressed to the Human Resources Executive Director. Northwest Florida State College does not discriminate based on age, color, ethnicity, race, national origin, disability, marital status, pregnancy, religion, genetic information, sex, gender, or any other legally protected classification in its employment practices or its educational programs or activities. In accordance with the Americans with Disabilities Act, NWFSC strictly prohibits the discrimination against qualified individuals with disabilities in job application procedures, hiring, firing, advancement, compensation, job training, and other terms and conditions of employment. Preference will be given to eligible veterans and spouses of veterans for Career Service positions. NWFSC is an Equal Access/Equal Opportunity Institution and a Drug Free Workplace.

Created: 2026-03-10