Administrative Services Manager - 997858

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Primary Purpose:

Manages administrative and operational activities for the Barry and Judy Silverman College of Pharmacy in support of the Dean and College leadership and the achievement of academic, organizational, and institutional objectives. Coordinates college-wide initiatives and university services and ensures administrative processes align with the College’s strategic priorities, accreditation requirements, and organizational objectives.

Job Category: Exempt

Hiring Range: 

Pay Basis:  Annually

Subject to Grant Funding? No  

Essential Job Functions: 

1. Represents the Dean and College leadership, as assigned, on university committees, administrative meetings, and institutional initiatives. Communicates College needs, addresses follow-up matters, and monitors resulting commitments and deliverables.

2. Compiles and analyzes administrative and operational information and prepares briefing materials, reports, presentations, status updates, and recommendations for the Dean, College leadership, university committees, and institutional reporting purposes.

3. Manages the College's day-to-day administrative activities by establishing operating priorities, monitoring deadlines and deliverables, identifying operational issues, and ensuring matters are addressed through completion.

4. Develops, documents, implements, and evaluates College-level administrative procedures and workflows within established university policies. Identifies administrative gaps or inefficiencies and recommends practical improvements to strengthen consistency, accountability, and service delivery.
5. Oversees the College's interaction with university administrative services. Assesses administrative needs, ensures requests and required documentation are complete, monitors matters through resolution, and facilitates implementation of guidance provided by the responsible university office.

6. Resolves administrative and operational matters within delegated authority, develops recommendations and solutions, and refers matters requiring specialized interpretation, approval, or an exception to the appropriate university office or College leadership.

7. Communicates established university policies, procedures, and administrative requirements to college faculty and staff on behalf of leadership. Refers questions requiring policy interpretation, exception approval, or specialized expertise to the appropriate university office.

8. Coordinates the administrative aspects of accreditation, regulatory, and institutional reporting activities, including maintaining documentation, obtaining information from responsible contributors, monitoring deadlines and deliverables, preparing reports and presentations, and communicating incomplete requirements or potential delays to college leadership.

9. Provides college-level administrative coordination for scholarships, stipends, tuition discounts, and student employment activities.

10. Collects and maintains required documentation, coordinates college submissions, communicates college decisions, and works with the appropriate university offices to facilitate timely processing. Does not independently determine or approve financial awards, employment actions, or matters reserved to those offices.

11. Coordinates college-level operational needs, including space requests, equipment and furniture needs, access requests, room arrangements, and other administrative services. Works with the appropriate university offices to monitor requests and facilitate timely resolution.

12. Coordinates administrative logistics for college meetings, accreditation visits, leadership activities, and other college initiatives, including scheduling, communications, materials, service requests, documentation, and follow-up.
13. Coordinates instructional and non-instructional FLAC payments by collecting required documentation, confirming that appropriate authorization has been obtained, entering approved payments into the established system, monitoring transaction status, and resolving or referring to outstanding matters.

14. Serves as the College's timekeeping coordinator by reviewing and approving time-off requests within delegated authority, monitoring timekeeping records, coordinating corrections, and facilitating timely and accurate payroll processing in accordance with university procedures.
15. Maintains College administrative records, procedure documentation, operating calendars, and shared administrative resources in accordance with university requirements. Facilitates appropriate access, timely updating, retention, and retrieval of information.

16. Performs other duties and completes special projects as assigned or required.

Job Requirements: 

Required Knowledge, Skills, & Abilities: Knowledge:
1. Proficient knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
2. Knowledge of administrative and management principles, including strategic planning, and coordination of activities and resources.
3. Knowledge of administrative procedures, records management, and office systems.
4. Knowledge of customer service principles and practices.

Skills:
1. Skill in exercising sound judgment and resolving complex issues in accordance with established policies and procedures.
2. Skill in verbal and written communications to convey information clearly and effectively to varied audiences.
3. Critical thinking and analytical skills to identify issues, evaluate options/information and develop effective solutions.
4. Skill in organizing and prioritizing work, managing time effectively, and meeting deadlines.

Abilities:
1. Ability to follow established procedures and work under supervision.
2. Ability to organize and coordinate multiple priorities, schedules, and deadlines while adhering to college and university policies.
3. Ability to manage multiple tasks and meet deadlines in a fast-paced, self-directed environment.
4. Ability to handle confidential student, employee, and university information with discretion.
5. Ability to communicate clearly with other departments.
6. Ability to identify and resolve routine issues and communicate complex problems to leadership.

Physical Requirements and Working Conditions:
1. Must be able to understand and communicate clearly with others.
2. May occasionally require work outside normal business hours, including evenings or weekends.
3. Primarily office-based, with occasional travel to other university locations.
4. May require extended periods of sitting, standing, walking, bending, or reaching while performing job duties.

Required Certifications/Licensures: 

Required Education: Bachelor's Degree

Major (if required: 

Required Experience: Minimum four (4) years of progressively responsible experience coordinating administrative services, operations, projects, or related functions.

Preferred Qualifications: 

1. Administrative experience in higher education.
2. Experience in an academic center and supporting leadership.
3. Experience coordinating accreditation, regulatory, or institutional reporting activities.
4. Knowledge of Banner or other enterprise administrative systems.

Is this a safety sensitive position? No  

Background Screening Required?  No  

Pre-Employment Conditions: 

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.