Honors and Global Education Assistant

Santa Fe College•Gainesville, FL

12d

About The Position

This position provides a variety of support in direct service to college students, faculty or an academic program or department. Work is generally task-oriented and is primarily aligned with functions that directly relate to the full college student lifecycle from entering the college through to graduation with direct assistance and administrative support for student support services and/or academic operations. 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. This position may also support budget activities through routine fiscal processing, including monitoring and tracking expenditures and processing financial transactions. Additionally, this position may occasionally assign or monitor tasks for other workers including but not limited to student employees, part-time, and/or temporary staff as part of routine support responsibilities. This position may be required to work occasional evenings, weekends, and flexible hours to support student programs, events, and travel activities. The ideal candidate will have strong organizational, communication, and customer service skills, with the ability to maintain confidentiality, manage competing priorities, and work collaboratively with faculty, staff, students, and external partners.

Requirements

A high school diploma or equivalent with two (2) years of experience or a combination of 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

Knowledge of higher education student services, international education, honors and scholars programs, or related student support services.
Experience providing support in higher education or similar environment, including maintaining records and databases, tracking information for deadlines, preparing reports and communications, and supporting students, programs, fiscal activities, travel, and related processes.

Responsibilities

Greets visitors, answers phones, and responds to routine inquiries regarding program requirements, deadlines, events, and processes while assisting in the resolution of routine student, employee, and/or other issues in accordance with pre-determined college policies and department practices, making appropriate referrals as needed.
Assists with student intake and service coordination by collecting required information, providing guidance on processes, and routing students to appropriate services or staff.
May assist students with application, enrollment, testing and registration processes or other specific student support services, including Honors Program and Global Education admissions, registration, and program requirements, which may require specific aid and eligibility guidance.
Schedules student appointments and related support activities, ensuring appropriate documentation is completed and providing follow-up as needed.
Performs a variety of 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.
Processes and maintains student service records, applications, program files, forms, templates, and supporting documentation in accordance with established procedures, ensuring accuracy, completeness, and timely processing across student support functions.
Completes data entry and maintenance functions and drafts, edits, and revises correspondence, reports, and other materials including newsletters, web content, and student communications 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.
Supports student service functions by tracking related data and maintaining accurate departmental databases and records, including program and student participation, course enrollment, engagement, academic standing, program requirements, and completion status, ensuring accuracy, organization, confidentiality, and data integrity.
Organizes and facilitates meetings and special events including orientations, recruitment activities, program committees, councils, and faculty workshops 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 and arranging program-related travel when appropriate, including submitting travel requisitions and maintaining related documentation.
May support 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 related to departmental and program activities 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 occasionally assign or monitor tasks for other workers including but not limited to student employees, part-time, and/or temporary staff.
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.