Senior Executive Assistant, Provost and Vice President for Academic Affairs

Santa Fe College•Gainesville, FL

About The Position

The Senior Executive Assistant provides complex and executive level administrative, technical, and managerial support requiring the use of judgment, initiative, and independent action. In addition to the core responsibilities of an Executive Assistant, this role carries a defined area of specialized responsibility that supports a key function and/or strategic priority for the division. In Academic Affairs, this position supports the Provost providing administrative and budgetary assistance and direct support for transfers between cost centers throughout Academic Affairs. Working under the direction of the Provost, this position requires confidentiality and the highest level of professionalism to solve matters and to respond positively with clarity and authority in a variety of situations. Additionally, the Senior Executive Assistant works collaboratively across the college to support initiatives of the Provost’s Office. This position may supervise other staff.

Requirements

An associate degree with six (6) years of clerical or administrative experience or a combination of completed education and/or related work experience equal to eight (8) years.
Must have working knowledge and experience using Microsoft Office and Outlook.
A criminal background check will be conducted.

Nice To Haves

Experience supporting an executive leader and in an educational environment.
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.
Analytical Aptitude & Problem Solving - able to analyze information, problems, situations, practices and/or procedures, collect and interpret data, reason logically, establish facts, identify and define existing and potential issues, recognize the interrelationships among elements, draw valid conclusions, develop recommendations, as well as alternative courses of action, select appropriate course, follow up, and evaluate.
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.
Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.
Leadership – has demonstrated success as an entrepreneurial, high energy, driven, hands-on leader. Possess expertise in selecting, training, developing, coaching, mentoring, and retaining a highly motivated workforce.
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.
Detail Oriented - Proven accuracy and attention to detail.
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.

Responsibilities

Accepts, screens, monitors, responds to and routes all forms of communication concerning activities and operations of the office and direct inquiries as appropriate.
Manages and maintains calendars as assigned.
Arranges and confirms travel accommodations, submits travel requests, and prepares travel vouchers and reimbursements as assigned.
Performs general office management through a wide variety of administrative tasks including data entry, filing coordination, routing documents and the drafting, editing, and revision of letters, reports, and other materials while maintaining confidentiality of sensitive information.
Leads and contributes to special projects as assigned by the Provost, requiring research, coordination, and reporting; ensures timely progress and communication across departments.
Monitors department budgets and inventory; submits requisitions; reviews and submits department payroll and process leave requests; assists with the department’s budget development process.
Serves as a subject matter resource and expert in defined area of specialization, which includes budget forecasting, expenditure tracking, report preparation, and ensuring compliance with SF financial policies.
Conducts background research, data analysis, and/or benchmarking to inform executive-level decisions in the area of specialization.
Arranges meetings and conferences including scheduling, preparing meeting minutes, documentation and agenda preparation, distribution of documentation, public noticing and arranging refreshments.
Assists in planning college and departmental special events.
Liaises with college employees at all levels as well as students, visitors, and external stakeholders; make appropriate referrals using independent discretion and judgement.
Develops and implements policies and/or procedures to improve departmental and divisional effectiveness under the guidance and direction of the Provost.
May support compliance and accreditation activities by gathering, organizing and submitting required documentation related to the Provost’s area(s).
Supports the onboarding of new department staff.
May supervise other staff including full-time employees, work-study and temporary staff.
Must work independently and without supervision.
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 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.