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Administrative Assistant, Facilities

Employer
Santa Fe College
Location
Gainesville, Florida
Salary
30,191 - 33,210

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Institution Type
Community College

The Office of Facilities Services is seeking and Administrative Assistant to provide overall administrative assistance and support to Facilities Services Operations and Planning and Construction management staff, trades personnel, faculty, students and external customers. This position is also responsible for general administrative support for day to day operations as well as office, payroll and accounting tasks. This position is the primary point of contact for our customers (via phone, internet, and walk-in traffic).

Responsibilities and duties:

  • Greet visitors, answer phones, respond to inquiries, and resolve issues based on established college policies, making appropriate referrals as needed.
  • Perform a wide variety of administrative tasks including data entry and the drafting, editing, and revision of letters, reports, and other materials.
  • Organize and facilitate meetings and special events; schedule and coordinate dates and times, venues, attendance, agendas, and facility arrangements.
  • Perform various duties related to maintaining one or more individual schedules and coordinate travel arrangements when appropriate.
  • Manage payroll functions including the submission and audit of timesheet entries for staff, faculty, and work-study employees as well as verification of pre-approved overtime, verification and submission of FMLA documents to appropriate departments, and verification of on call, emergency call back hours and overtime pay.
  • Perform basic, routine bookkeeping functions relative to program/department budget including tracking purchases and expenditures, and may assist in the budget development process.
  • Facilitate, monitor and/or oversee department purchasing, inventory and requisitioning of supplies and equipment.
  • Prepare special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources.
  • Maintain accurate databases.
  • Assist in the development or upkeep of the department/area webpage.
  • May instruct and oversee the activities of work-study employees.
  • Assist in the planning and coordination of special events, which may include logistics, contracts, hospitality, staffing, etc.
  • Comply 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.
  • Provide service excellence through courteous, informed, accessible, and professional engagement.
  • Perform other duties as assigned.

Reports to: Business Manager, Facilities

 

  •  Associate degree and four years of related work experience or a combination of completed education and/or work experience equal to six years.

ADDITIONAL REQUIREMENTS: A criminal background check will be conducted.

Knowledge, Skills & Abilities:  

  • Communication – able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.
  • Team Orientation & Interpersonal – highly motivated team player with ability to develop and maintain collaborative relationships with all levels within and external to the organization.
  • Ability to work in a multi-cultural environment.
  • Organization & Time Management – able to plan, schedule, organize, and follow up on tasks related to the job to achieve goals within or ahead of established time frames.
  • 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.
  • Adaptability to Change – able to be flexible and supportive, and able to positively and proactively assimilate change in rapid growth environment.
  • Relationship Management – able to personally provide high level of interactive service to others, building relationships and addressing identified needs.
  • Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs.
  • Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.

APPLICATION PROCESS: All applicants must submit a completed online SF Employment Application, a letter of intent, an up-to-date resume, as well as college transcripts (if applicable) to be considered for this position. College transcripts should be submitted to confirm academic qualifications. Official transcripts must be submitted prior to any employment offer when academic credentials are the basis for meeting minimum qualifications or receiving steps. Unofficial transcripts are only accepted for review purposes

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