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Student Affairs at Santa Fe College is purposed with adding value to the lives of students and enriching the community by providing research-based and learner-centered services that support access and student engagement from matriculation to goal attainment. By believing in the power of education to positively transform lives and communities, Student Affairs fosters self-discovery, personal freedom, and lifelong learning all while creating a nurturing environment that promotes access, dignity, involvement, and success.
The Administrative Assistant for the Associate Vice President of Student Affairs provides direct administrative support and assists with the general coordination of day-to-day office operations including providing customer service, maintaining schedules, coordinating meetings, general bookkeeping, and other administrative support tasks. Additionally, this position may supervise the work of other support staff, such as educational aides and work-study students.
Responsibilities and Duties
- Greets visitors, answer phones, responds to inquiries, and resolves issues based on established college policies, making appropriate referrals as needed.
- Performs a wide variety of administrative tasks including data entry and the drafting, editing, and revision of letters, reports, and other materials.
- Organizes and facilitates meetings and special events, schedules and coordinates dates and times, venues, attendance, agendas, and facility arrangements.
- Supports the Student Conduct functions of the office by maintaining case information and documentation, scheduling initial conduct meetings and formal student conduct hearings, and preparing data reports related to Student Conduct.
- Provides staff support for the Disciplinary Review Panel.
- Performs various duties related to maintaining one or more individual schedules and coordinates travel arrangements when appropriate.
- Manages payroll functions including the submission and audit of timesheet entries for staff, faculty, and work-study employees.
- Performs basic, routine bookkeeping functions relative to program/department budget including tracking purchases and expenditures and may assist in the budget development process.
- Facilitates, monitors and/or oversees department purchasing, inventory and requisitioning of supplies and equipment.
- Prepares special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources.
- Provides related information and analytics for initiatives such as Take Stock in Children and Free to Learn and for students coming from the Foster Care system and/or experiencing homelessness.
- Provides support for programs and offices led by the Associate Vice President and Assistant Vice President of Student Affairs.
- Maintains accurate databases.
- Assists in the development or upkeep of the department/area webpage including social media and web presence.
- May supervise and oversee the activities of student employees.
- Assists in the planning and coordination of special events, which may include logistics, contracts, hospitality, staffing, etc.
- 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.
- 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.
- Provides service excellence through courteous, informed, accessible, and professional engagement.
- Performs other duties as assigned.
Reports to: Associate Vice President, Student Affairs
Qualifications
Required: Associate degree and two (2) years of related work experience or a combination of education and experience equal to four (4) years.
Additional Requirements: A criminal background check will be conducted.
Job Type: Full-time
Pay: $36,120.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person