Assistant, Academic (Mathematics)

State College of Florida, Manatee-Sarasota • Bradenton, FL

2d

About The Position

Serves as administrative assistant to the Academic Department Chair and Program Directors, providing clerical support and handling scheduling, correspondence, information requests, and administrative details. The role supports the Mathematics academic department through budget and purchasing administration, class scheduling, faculty load and payroll coordination, records management, customer service, travel arrangements, inventory and supplies, website maintenance, and assistance to faculty. This is a career-level position with no supervisory responsibilities. Duties may change and additional duties may be assigned. Employment is contingent upon successful criminal background screening and employment reference checks.

Requirements

• High school diploma or GED.
• Three or more years of related experience.
• Strong organizational, communication, and interpersonal skills.
• Proficiency in Microsoft Office and college administrative systems.
• Ability to manage multiple priorities, maintain accurate records, handle confidential information, and work effectively with faculty, students, and college personnel.
• Ability to read and interpret documents, write routine reports and correspondence, and speak effectively before groups.
• Ability to perform calculations involving percentages, ratios, rates, basic algebra, and geometry, and to draw and interpret bar graphs.
• Ability to apply common-sense understanding to carry out written, oral, or diagrammatic instructions and address problems in standardized situations.
• Comprehensive knowledge of word-processing software and knowledge of spreadsheet, Internet, and database software; proficiency with current College database and email software is essential.
• Ability to meet the physical demands of the position, including regular sitting, manual dexterity, talking or hearing, occasional standing and walking, and frequently lifting or moving up to 10 pounds.
• Successful completion of criminal background screening and employment reference checks is required.

Nice To Haves

• Experience in an academic or higher education environment.

Responsibilities

• Provide clerical support and correspondence for the Academic Department Chair and Program Directors; coordinate calendars, appointments, and faculty or student conferences; screen calls and assist with departmental projects.
• Prepare and maintain administrative and confidential files, meeting minutes, department reports, and other documentation.
• Assist with department budget preparation, track expenditures and balances, create purchase orders and encumbrances, and complete year-end budgeting processes.
• Build class schedules based on information from the department chair or program managers.
• Enter faculty load and compensation data accurately; review FLAC and coordinate with Human Resources and Deans regarding payroll processing.
• Submit payroll correction requests when faculty are absent or substitutes are required.
• Develop and maintain database and spreadsheet files; enter and update class schedules and room assignments in the College's electronic system.
• Serve as a front-line customer service contact for College faculty, staff, students, and the community.
• Arrange travel and itineraries for the Department Chair, Program Directors, and faculty, and compile documents for travel-related meetings.
• Maintain department and program inventory records; order and maintain supplies; assist with textbook orders.
• Assist the Department Chair and Program Directors with maintaining area web pages.
• Assist faculty with assigned tasks and ensure completion of new faculty personnel files and certifications.
• Perform other duties as assigned.

Benefits

• Low-cost State of Florida medical, dental, and vision insurance for eligible employees.
• Tuition scholarships for employees and eligible dependents.
• Paid life insurance.
• Employer contributions to the Florida Retirement System (FRS).
• Paid sick and/or vacation leave for eligible full-time employees, in accordance with College policy.
• Complimentary access to wellness activities.
• Four-day work week during June and July for eligible 12-month employees working in the summer.
• Paid winter break and spring break.
• Eligible dependents may access the on-campus Collegiate School.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED