Job Description

Compensation

$36,120.00 Annual

Job Description Summary

The application deadline for this position is 11:59PM on October 30, 2024.

The Santa Fe College Office for Advancement provides leadership and coordination in developing activities and external support associated with gifts, enhancing student recruitment/retention and institutional impacts through philanthropic support. Additionally, the Office for Advancement provides administrative support to the Foundation, which encourages and sustains long-term relationships with compassionate alumni, friends, and businesses with generous hearts.

The Administrative Assistant provides direct administrative support and assists with the general coordination of day-to-day office operations including providing customer service, maintaining schedules, coordinating meetings, general bookkeeping, and other administrative support tasks. This position will also be expected to work some weekend and evening hours and be able to lift displays and other materials for donor and fundraising events which are typically not during the college’s normal hours of operation. Additionally, this position may supervise the work of others, including student employees and volunteers.

Job Description

Responsibilities and Duties Include:

• Provides departmental support for various activities which includes greeting visitors, answering phones, scheduling appointments, assisting students, responding to inquiries, and resolving issues based on established college policies, making appropriate referrals as needed.

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

• Performs a wide variety of administrative tasks including data entry, research, and the drafting, editing, and revision of letters, reports, and other materials; communicates results to internal and external stakeholders.

• Maintains an accurate database of donors, sponsors, key community partners, and participants utilizing Foundation software.

• Performs various duties related to maintaining one or more individual schedules and coordinates travel arrangements when appropriate.

• Monitors the building and office equipment regularly to ensure appropriate functioning, and schedules maintenance when needed.

• Manages some payroll functions such as the audit of timesheet entries for 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, requisitioning of supplies and equipment, budgets, funding, purchase orders, and contracts.

• Prepares special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources; maintains complete files of information related to the Foundation, the college, and other programs.

• Communicates, collaborates, and maintains relationships with internal and external constituents.

• Assists in the development and upkeep of the program/department webpage by ensuring that the most current, accurate, and timely information is displayed.

• May supervise and oversee the activities of student employees.

• 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 and security of student 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.

QUALIFICATIONS

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

Additional Requirements: A criminal background check will be conducted.

General Knowledge, Skills, and Abilities

• Ability to work in a multi-cultural environment.

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

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

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

• 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.

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

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

• Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs.

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

Application Process:  All applicants must submit a completed online SF application, a letter of intent, an up-to-date resume/curriculum vitae, and unofficial academic transcripts (if applicable) to be considered for this position. Unofficial transcripts are only accepted for review purposes, official transcripts are required prior to any offer of employment being made.

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.

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