TITLE: Office Manager, Campus Police
SECTION: Campus Police/Administrative Services
HIRING SALARY: $32,505.36 - $35,599.88 annually; all starting salaries will start at the minimum.
CONTACT: Human Resources at (850) 201-8510 or via email at firstname.lastname@example.org
MAJOR FUNCTION: The Office Manager is housed in the Campus Police Department. The Office Manager performs administrative and/or supervisory duties in managing or coordinating a complex operating section or office within a college department.
Primary duties will include, but are not limited to:
Maintains and updates mainframe information, including creating and updating the college dictionary regarding courses; assigning fees to courses; creating classes, and assigning instructors to classes. Insures FPSI course information is current in the mainframe, updating common course numbering as necessary and providing updated information to post-secondary and continuing education program coordinators. Understands the integrative nature of mainframe operations.
Plans and manages the efficient scheduling of classrooms, meeting and conference rooms, as well as over twenty highly diverse indoor and outdoor laboratory facilities and two (2) on-site housing facilities with nightly capacity for 385 students at a remote 1500-acre campus of the College. Works directly with FPSI staff and staff from partner agencies to resolve scheduling conflicts and accommodate unusual agency needs; routes scheduling information for use by management, staff, and the dining facility; assures proper invoicing for facility use. Reports classroom, laboratory, housing, and other facilities problems to the maintenance department.
Assists the Executive Director with enrollment management, providing enrollment/growth data, enrollment patterns, and trends. Provides other information needed for facility utilization scheduling and reporting. Provides the Executive Director with budget data, reports, and analyses as requested. Compiles summary performance data for the Executive Director regarding training and education activities conducted at FPSI.
Coordinates division assignments and goals and follows up on assignments with FPSI staff as requested by the Director.
Responds to routine inquiries regarding College and Academy requirements; greets visitors, prospective students, students, adjunct faculty, agency representatives, and others on behalf of the Executive Director. Coordinates the receipt and processing of injury and incident reporting; maintains workers' compensation files and submits necessary forms regarding injuries at FPSI.
Coordinates administrative functions and special events for the Executive Director. Schedules the Director's meetings, makes travel arrangements, and processes travel documents for the Directors and professional staff at FPSI. Prepares divisional correspondence regarding office and college procedures. Assists the Directors with all aspects of hiring, including arranging itineraries, maintaining applicant folders, and coordinating hiring activities.
MINIMUM TRAINING AND EXPERIENCE: Graduation from a standard high school or equivalency diploma and five years of administrative or office experience; or an equivalent combination of education and experience. One year of experience must be at the supervisory level. Accounting, payroll, and/or budget experience is preferred. Security experience with recording, video, radio, audio, and transmission of state of the art public safety operations is also preferred.
SUCCESSFUL CANDIDATES WILL DEMONSTRATE THE FOLLOWING:
Knowledge of campus police procedures and practices. Knowledge of office procedures and practices. Knowledge of TCC policies and procedures. Knowledge of police communications requirements including FCC, FCIC and CJIS.Knowledge of police records management including software, public records laws, and UCR. Knowledge of Clery Act reporting and compliance requirements. Ability to supervise staff and set schedules. Ability to communicate effectively verbally and in writing. Ability to establish effective working relationships with others. Ability to demonstrate good judgment and confidentiality with sensitive information. Ability to follow oral and written instructions. Ability to work independently with minimum guidance and be a self-starter. Ability to plan, organize, and coordinate work assignments. Ability to demonstrate good attendance including punctuality, minimum absences, and time well spent at work. Ability to use multi-line phone system, dispatch, and switchboard systems, speaking clearly and distinctly. Ability to work with statistical data. Ability to maintain a responsible and sensitive attitude while assisting students, parents, administrators, staff, and the public. Ability to interpret and administer policies as directed. Ability to conduct daily activities and direct special projects/activities. Skill in effective telephone and other equipment-related communications. Skills and ability in use of computer software and hardware: including, but not limited to, word processing, database, complex emergency operations response and activation computer systems.
ENVIRONMENTAL AND PHYSICAL DEMANDS: Required job duties are normally performed in a climate-controlled office environment and certain physical abilities as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform an essential function. The position will work with staff that carry firearms. Due to the integrated functions of this position, regular and consistent attendance is required of a staff member in this position in order to maintain a level of satisfactory performance. Also, time off must be requested well in advance, coordinated with other employees in the Campus Police Department and scheduled for times during the year when workload permits.
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