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8 Feb 2023

Full-Time Office Specialist, Teacher Education

humanresources Northwest Florida State College – Posted by humanresourcesNWFSC Niceville, Florida, United States

Job Description

SALARY:                                     $25,752.00

LOCATION:                                 Niceville

FLSA STATUS:                           Non-Exempt

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. Stay up-to-date with professional trends in the teaching field and help facilitate the continual change that may be required to keep instruction current and relevant.

Duties and Responsibilities                                                                                                            

The Office Specialist, Teacher Education position is directly accountable to the Director, Teacher Education for the following duties and responsibilities:

  • Provide clerical support to deans, chairs, directors, faculty, and staff.
  • Serve as contact for faculty, callers and visitors, assess need and urgency and respond as appropriate.
  • 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.
  • Setup and maintain specialized office files and maintain confidential student data.
  • Input requisitions for ordering items, blanket purchase orders, etc.
  • Maintain and order office supplies.
  • Monitor and maintain departmental budgets, including the preparation and tracking of purchase requisitions and monitoring expenditures.
  • Assist in advising and registration when necessary.
  • Correspond with students regarding course availability and cancellations.
  • Schedule student appointments and assign to appropriate calendars; set up meetings, coordinating time and locations.
  • Manage and order instructor textbooks and ancillary instructional from publishers as needed.
  • Assist with class scheduling and Faculty Load and Compensation tasks.
  • 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.
  • 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.
  • Serve as liaison between college personnel and school district personnel in the field placement of students.
  • Assist in student background checks and fingerprinting for security clearances in school districts.
  • Assist with the placement of Teacher Education students in non-teaching field experiences, classroom observations, early teacher experiences and the teaching internship.
  • Assist in tracking student compliance and completion of the state-mandated policy of varied and diverse field placements.
  • Provide support for all documentation required in the field placement process.
  • Assist with the documentation of field placements within the student portfolio system as well as with the state reporting process.
  • Assist in provision of support services for supervising K-12 teachers as related to Teacher Education.
  • Triage routine questions from students, college staff and K-12 personnel, referring as appropriate to district or college personnel.
  • Actively recruit teacher education candidates.
  • As a part of the college’s risk management tool, annual mandatory compliance training is required.
  • Perform other duties as assigned.


  • College paid health insurance for employee, dependent coverage at employee’s expense.
  • College paid basic life insurance for employee, 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.
  • Sick and Annual (Vacation) Leave accrual.
  • Time off for designated holidays, winter break, and spring break.
  • 37.5-hour work week.
  • Flexible summer hours available.
  • Free tickets to designated Mattie Kelly Arts Center and Raider Athletic events.


  • High School and two (2) to four (4) years of relevant work experience required.
  • Detail oriented and able to multi-task effectively.
  • Proficiency in Microsoft Suite (Word, Excel, PowerPoint, Outlook, One Drive, and Sharepoint) required.
  • Excellent teamwork and customer service skills.
  • High-functioning leadership, planning, and organization experience.
  • Pro-activeness and willingness to take initiative.
  • Demonstrated excellence in written and oral communication.
  • Strong interpersonal and organizational skills.
  • Experience working with Microsoft Excel spreadsheets with knowledge of multi-tab spreadsheets.
  • Associate’s degree or higher preferred.
  • Microsoft Access or other database experience preferred.
  • Work experience in the higher education setting preferred.

How to Apply

Please provide a complete application package that includes all of the following:
  1. NWF State College Application.
  2. Resume
  3. A cover letter explaining why you consider yourself qualified for this position.
  4. Copies of unofficial transcripts.
 Apply here to upload the above documents.   Application Deadline:  Review of applications will begin immediately. Position open until filled.   To apply for this and other positions, please visit our website:, or Human Resources, Northwest Florida State College, 100 College Blvd., Niceville, FL 32578 (Tel. #850-729-5365). NWFSC offers an excellent fringe benefit package. 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 grievance should be addressed to the Human Resources Executive Director. NWF State College prohibits any form of discrimination on the basis of race, color, ethnicity, genetic information, national origin, religion, gender, gender identity, sex (including pregnancy), sexual orientation, marital status, disability, or age in any of its programs, services, or activities. Preference will be given to eligible veterans and spouses of veterans for Career Service positions. NWF State College is an Equal Access/Equal Opportunity Institution and a Drug Free Workplace.

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: budget, Clerical, and registrar. Salaries: 20,000 - 40,000.

Job expires in 37 days.

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