Overview
Business Office Manager Jobs in Tallahassee, FL at The Grove at Canopy
Location: Fitchburg, MA Category: Administrative/Clerical Posted On: Mon Jun 23 2025 Job Description:
General Statement of Duties and Responsibilities:
The Administrative Assistant II provides essential administrative and clerical support to ensure the smooth and efficient operation of college offices and programs. Working both independently and as part of a team, the incumbent manages multiple priorities and responds to diverse demands with professionalism and sound judgment. This role requires a high degree of organization, attention to detail, and the ability to maintain confidentiality while fostering a welcoming environment for students, faculty, staff, and visitors. Responsibilities include managing communication and information flow, supporting budget and reporting processes, coordinating events, and assisting with general office operations in compliance with institutional policies.
This position is part of the Commonwealth Human Resources Division Classification Specifications. For a full description of the classification specifications, click this link or follow the URL https://www.mass.edu/forfacstaff/classificationspecs/.
Duties and Responsibilities common to all Administrative Assistant II positions:
Provides comprehensive administrative support to assigned staff by managing calendars, drafting and editing correspondence, organizing and maintaining files and records, and monitoring departmental processes to ensure efficient workflow and communication.
Confers with internal staff and institutional personnel to exchange information, coordinate efforts, and gather details concerning programs, services, and operations.
Prepares and disseminates communications through email and other electronic systems to share information regarding university activities, resources, and announcements.
Assists in the planning and coordination of school-sponsored events or meetings, including responding to inquiries, scheduling spaces, preparing materials, ordering supplies or refreshments, and arranging logistical details.
Serves as a first point of contact by greeting visitors, answering phones, and assisting students and others with general inquiries or referrals.
Maintains office systems and databases, ensuring organization, accuracy, and adherence to confidentiality and data management standards.
Monitors and orders office supplies and materials, initiates purchase requests, and ensures compliance with procurement policies.
Assists in tracking departmental budgets and expenditures, compiling financial data, processing invoices and purchase orders, and preparing standard reports for review by supervisors or fiscal staff.
Demonstrates professionalism, organization, and the ability to manage multiple priorities in a fast-paced setting while supporting a positive environment.
May supervise and train student workers by assigning tasks, providing clear instructions and guidance, monitoring performance, and offering ongoing support and feedback. Ensures student workers adhere to safety protocols, maintain professionalism, and contribute effectively to daily operations, as well as fostering a positive learning environment to enhance student development and operational efficiency.
Preferred Focus Areas Specific to School:
Provide direct administrative support to the dean.
Assist the dean with the organization of personnel actions materials, including accepting submitted materials, tracking personnel action deadlines for the dean, and distributing communications as directed by the dean.
Maintain the office budgets and prepare all requisition and reimbursement materials. Demonstrate knowledge of state budgetary procedures including appropriations for supplies and equipment, encumbrances, obtaining price quotes, budget adjustments, travel reimbursement, food service, conference registration reimbursements, etc. Monitor and maintain office supplies, teaching materials, subscriptions, memberships.
Perform miscellaneous general office duties, including monitoring office inventory and ordering supplies as necessary, greeting visitors, answering telephones and distributing messages, sorting and distributing mail, coordinating purchasing and payment activities for the office, maintaining school files, and assisting with special orders.
Use Banner to request purchases and process authorizations for payment; verify goods/services received and resolve discrepancies with vendors; assist supervisor with budget preparation by researching costs for budget requests and preparing budget paperwork. Process all financial transaction paperwork, including those for purchases, travel, budget tracking and resolution of purchasing and account payable issues. Use Google Sheets/Microsoft Excel to track purchases and expenditures for school budget and faculty travel expenses.
Assist students, faculty, and staff in regards to programs, college policies, and procedures as it relates to the division. Contact academic departments on student matters including the registrar’s office and student accounts.
Research information as directed by the dean related to student issues, academic program issues, and faculty issues.
Maintain appropriate documents for the dean as related to the School of Business & Technology.
Assist in preparing information and documents for meetings, program reviews, accreditation, etc. and provide administrative support as needed.
Support the Office of Academic Affairs; assist with coverage and special projects.
Proofread and send out correspondence to colleagues and administrators.
Collect faculty schedules and material each semester as required for the dean’s information and utilization, while maintaining current databases documenting faculty workload.
Knowledgeable of the day and graduate and continuing education contracts.
Assist with processing adjunct and full-time faculty hires, use jobsite software to gather vitae, references and information related to candidates. Will update searches and serve as a liaison with Human Resources, GCE, and Academic Affairs.
Assist with arrangements related to conferences such as registration fees, contact outside agencies, etc.
Provide assistance with special projects related to new program development and new procedural issues.
Make arrangements for special meetings/events, schedule room/s, order food, invite attendees, follow-up on attendees for accurate count.
Communicate with external partners for the School (i.e., industry partners; advisory board members).
Create contracts for temporary employees, to include independent contracts and part-time staff.
Assist with work study scheduling and interviewing potential candidates for positions. Train workers on general office duties, using office equipment, answering telephone calls, copying & scanning and other appropriate duties as assigned.
Other tasks may be assigned in accordance with the job specifications for the Administrative Assistant role.
Job Requirements:
Qualifications Required at Hire:
High School Diploma and applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions. Substitutions: I. An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience. *II. An Associate’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.* *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Working knowledge of various computer software programs, including MS Word, Excel and google suite preferred; familiarity with a student records system preferable.
Ability to manage multiple tasks, be an independent worker, have attention to detail, be organized and possess problem-solving skills.
Ability to establish and maintain harmonious relationships with students, employees, and the public, and maintain highly confidential information.
Ability to understand, explain, and apply regulations, policies, and procedures governing assigned unit activities.
Ability to follow and communicate effectively both complex oral and written instructions; ability to compose effective professional correspondence.
Ability to gather information by examining records and documents and through questioning individuals.
Ability to maintain an accurate filing system and manage a basic budget.
Ability to assign, supervise, and review work of student personnel.
Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check), and a background check satisfactory to the university.
Ability to perform above duties with or without reasonable accommodation.
Qualifications Acquired on Job:
Knowledge of the decision rules, policies, and procedures governing assigned activities of the department.
Knowledge and ability to produce/interpret Banner transcript; the use and specification of Crystal and Microsoft ACCESS applications; ACCESS database management.
Ability to manage a budget, process requisitions using Banner Financial Software.
Knowledge of the various university/office forms and their uses.
Knowledge of FERPA regulations and compliance in communications with students, parents, and others.
Additional Information:
This is a full-time, benefited, non-exempt position. The position is governed by the AFSCME/1067, Council 93 Collective Bargaining Agreement. The agreement outlines the grade and step compensation model with an annual salary of $60,119.28 which is non-negotiable in adherence with the CBA. Hours are Monday to Friday 8:30am – 5:00pm. There is an option for one remote day after the probationary period.
Fitchburg State University offers a competitive benefits package that includes:
Nine different pre-taxed, health insurance plan options.
Competitive retirement plan.
Life insurance up to 8x the annual salary.
Long-term disability coverage.
Dental insurance.
Accrued vacation and sick days.
Personal days.
Paid holidays.
Tuition remission for self, spouse, and dependent children.
Fitchburg State University is an equal opportunity/Affirmative Action Employer. Members of traditionally underrepresented groups are strongly encouraged to apply.
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Title: Business Office Manager
Company: The Grove at Canopy
Location: Tallahassee, FL
