Administrative Assistant, AVP Health Sciences

Santa Fe College Employees•Gainesville, FL

About The Position

This position performs work that is generally process-oriented and administrative in nature which includes providing support to one or more supervisors and assistance with daily activities across one or more departments, programs, functional areas, or directly to a member of senior management. This position coordinates and maintains key workflows and administrative processes, serves as a resource for interpreting procedures and policies, coordinates activities across multiple areas, regularly monitors and reconciles financial and budget activity, prepares and analyzes reports and records, and supports the administrative infrastructure that enables services to operate effectively. This position performs moderately complex, multistep tasks for a broader range of activities and at varying levels of complexity, including some non-routine or variable situations that require adapting and interpreting established procedures and policies. This position is expected to use discretion in routine and moderately complex decision making and problem solving, which includes identifying, resolving, and analyzing issues and errors for improvement. Additionally, this position may provide direction and guidance to other workers to support completion of work and may be the supervisor of record for other staff including full-time employees.

Requirements

An associate’s degree with two (2) years of experience or a combination of completed education and/or experience equal to four (4) years.
A criminal background check will be conducted.
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.
Detail Oriented - Proven accuracy and attention to detail.
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.
Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs.
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.
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.

Responsibilities

Greets visitors, answers phones, and responds to inquiries while assisting in the resolution of routine and moderately complex issues in accordance with pre-determined college policies and department practices, applying discretion in decision making and problem solving to identify, resolve, and determine when issues should be escalated.
Performs a broad range of administrative tasks involving moderately complex, multistep work that requires interpretation of established policies and procedures and analysis of information to resolve non-routine issues, make workflow decisions, and determine appropriate actions.
Prepares and revises correspondence, reports, and other materials while analyzing data and information to identify discrepancies, make corrections, and facilitate resolution.
Researches, compiles, and analyzes data and other information to prepare reports, summaries, and/or replies to inquiries, and develops and maintains spreadsheets and other data tools to support reporting, workflow coordination, and special project needs.
Manages and maintains accurate departmental databases and records ensuring accuracy, organization, confidentiality, and data integrity, regularly applying discretion and established protocols to maintain confidentiality in a variety of operational contexts.
Organizes and facilitates meetings and special events by coordinating logistics such as space scheduling, venue selection, facility arrangements, staffing, and agenda development; supports the event by tracking attendance, distributing materials, taking minutes, hospitality services, and clean up.
Maintains and coordinates one or more schedules by prioritizing appointments, resolving scheduling conflicts, coordinating activities among multiple stakeholders, and arranging travel logistics when appropriate, including submitting travel requisitions.
May support payroll functions by auditing and verifying timesheet entries and absence requests in Workday for supervisor approval, and/or by auditing and approving timesheet entries and absence requests for direct reports, ensuring accuracy and timely submission in accordance with established procedures.
Supports hiring processes by performing various tasks including but not limited to initiating job requisitions, retrieving and compiling candidate documentation, and providing documentation to new hires to include policies and procedures and pay schedules.
Assists with fiscal and budget-related activities by preparing, processing, reconciling, and maintaining documentation for transactions including requisitions, purchase orders, invoices, spend authorizations, expense reports, receipts, and budget amendments, ensuring compliance with established procedures.
Monitors, tracks, and reconciles expenditures by preparing and reviewing budget reports, identifying variances, and supporting decision making, budget planning and monitoring through the preparation of financial information and expenditure reports.
Supports procurement activities for supplies, equipment, and services by submitting purchasing transactions, maintaining related documentation, and monitoring orders through completion.
Keeps a record of operating procedures and may share position specific knowledge, including use of collegewide ERP and related system processes, by providing guidance on standard operations and established departmental procedures as needed.
Provides temporary administrative support as needed for areas under the supervisor’s purview during staff absences to ensure continuity of operations and services.
Communicates, collaborates and maintains relationships with internal and external community constituents.
May assist in maintaining the department’s web and social media presence by coordinating content updates and submitting requests to Marketing and Communications for publication.
May provide direction and guidance to other workers to support the completion of work and may be the supervisor of record including for full-time employees.
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.