Administrative Assistant, One Stop Center

Santa Fe College•Gainesville, FL

5d•Hybrid

About The Position

Santa Fe College’s (SF) One Stop is an integrated enrollment services department that serves prospective and current students through in-person, phone, and virtual services channels. The Center offers cross-functional services in the areas of Admissions, Advising, Financial Aid, Records, Student Financial Services, and Registration in-person and online. The team provides in-person and virtual proactive and the on-the-spot support to foster an environment of student belonging, persistence, and success as students navigate their journey at SF. This position performs work that is generally task-oriented and administrative in nature which includes providing direct support to a supervisor and assistance with daily office activities such as scheduling meetings, maintaining calendars, handling routine communications and customer service, monitoring and tracking expenditures, processing financial transactions, collecting and filing documents, maintaining records, responding to inquiries in accordance with established college policies, and performing other routine tasks that support the administrative infrastructure that enables services to operate effectively. This position performs routine tasks within structured workflows with limited variability and complexity in day-to-day tasks. This position applies established departmental and college policies in daily work and uses limited discretion to resolve routine problems or issues, with decisions primarily being task focused and impacting the accuracy, timeliness and quality of assigned work. 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

A high school diploma or equivalent with two (2) years of experience or a combination of completed education and/or experience equal to two (2) 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.

Nice To Haves

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.
Preference will be given to eligible veterans and spouses of veterans.

Responsibilities

Greets visitors, answers phones, and responds to inquiries while assisting in the resolution of routine issues in accordance with pre-determined college policies and department practices, making appropriate referrals as needed.
Performs a variety of administrative tasks involving routine, step-by-step work that follows established procedures and guidelines, with limited discretion in resolving issues and which requires escalation for guidance and determination of appropriate actions.
Completes data entry and maintenance functions and drafts, edits, and revises correspondence, reports, and other materials following established procedures and directives.
Researches, compiles, and reviews data to prepare reports, summaries, and/or replies to inquiries, and maintains spreadsheets and other data tools to support reporting and special project needs.
Maintains accurate departmental databases and records ensuring accuracy, organization, confidentiality, and data integrity.
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 individual schedules, coordinating appointments and priorities, resolving scheduling conflicts, and arranging travel logistics when appropriate, including submitting travel requisitions.
May complete payroll functions by auditing and verifying timesheet entries and absence requests in Workday, ensuring timely submission and accuracy prior to supervisor approval.
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, and maintaining documentation for transactions including requisitions, purchase orders, invoices, spend authorizations, expense reports, receipts, and budget amendments in accordance with established procedures.
Monitors and tracks expenditures by reviewing budget reports and supports budget development by maintaining accurate records and ensuring spending remains aligned with approved budgets.
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.
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.