Administrative Assistant, Vice Provost

Compensation

Job Description Summary

Job Description

Responsibilities and Duties Include:

• Greets visitors, answers phones, responds to inquiries, and resolves issues based on established college policies, making appropriate referrals as needed.

• Assists in the resolution of student, employee and/or other issues based on pre-determined college policies or department practices.

• Performs a wide variety of administrative tasks including data entry and the drafting, editing, and revision of letters, reports, and other materials; maintains accurate databases and records.

• Organizes and facilitates meetings and special events, schedules and coordinates dates and times, venues, attendance, agendas, contracts, hospitality, staffing, and facility arrangements.

• Performs various duties related to maintaining one or more individual schedules and coordinates travel arrangements when appropriate, including preparing travel vouchers and reimbursements.

• Manages payroll functions including the submission and audit of timesheet entries for staff, faculty, part-time staff, and student employees.

• Performs basic, routine bookkeeping functions relative to program/department budget including tracking purchases and expenditures and may assist in the budget development process.

• Facilitates, monitors, and/or oversees department purchasing, inventory and requisitioning of supplies and equipment.

• Prepares special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources.

• Maintains accurate databases.

• May assist in the development or upkeep of the department webpage including social media and web presence.

• May supervise and oversee the activities of student employees and/or volunteers.

• Provides service to the college through participation in events, committees, and other college activities.

• Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.

• Strictly honors the privacy, security, and confidentiality of records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures.

• Provides service excellence through courteous, informed, accessible, and professional engagement.

• Performs other duties as assigned. 

Reports to: Vice Provost

QUALIFICATIONS

Required: An associate degree with two (2) years of related customer service experience or a combination of education and/or experience equal to four (4) years.

Additional Requirements: A criminal background check will be conducted.

Preferred: Experience in an educational environment.

General Knowledge, Skills, and Abilities

• Ability to work successfully in a multi-cultural environment.

• Adaptability to Change – able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment.

• Communication – able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.

• Critical Thinking & Judgement - able to make well-reasoned, sensible, and timely decisions based on careful, objective review and informed analysis of available information, considerations, and other factors.

• Customer Service – ability to respond promptly and courteously to all questions from students and faculty, demonstrating patience and persistence when helping students with little or no computer skills.

• Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.

• Organization & Time Management – able to plan, schedule, and organize tasks related to the job to achieve goals within or ahead of established time frames.

• Problem Solving – proven skills in identifying issues, determining their cause, developing creative solutions, and following through with implementing resolutions.

• Team Orientation & Interpersonal — highly motivated team-player with ability to develop and maintain collaborative relationships with all levels within and external to the organization.

• Relationship Management – able to personally provide high level of interactive service to others, building relationships and addressing identified needs.

• Results Orientation – proven ability to set and exceed established targets.

• Detail Oriented - Proven accuracy and attention to detail.

• Multi-task - Ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

Santa Fe College (SF) is committed to maintaining a work and educational environment that embraces diversity and where no member of the college community is excluded from participation in, denied the benefits of, or subject to discrimination in any college program or activity based on: their race, ethnicity, national origin, color, religion, age, disability, sex, pregnancy status, gender identity, sexual orientation, marital status, genetic information, political opinions or affiliations, or veteran status. This commitment applies to employees, volunteers, students, and, to the extent possible, to third parties, applicants for admission, applicants for employment, and the general public. sfcollege.edu/eaeo
 
Inquiries regarding non-discrimination policies or concerns about discrimination or harassment, including concerns about sexual harassment or sexual violence under Title IX, should be directed to: equity.officer@sfcollege.edu

Santa Fe College reserves the right to extend deadlines and/or not to offer advertised positions. Preference will be given to eligible veterans and spouses of veterans.