Administrative Assistant, Information Technology Services

Job Open: 
Wednesday, February 3, 2021
Salary Low: 
Job Closed: 
Monday, February 15, 2021
Salary High: 

Application Deadline: Monday, February 15, 2021.

Salary & Benefits: Salary is $34,230.58. Compensation package is comprised of many college paid benefits including health and life insurance, retirement, leave time, and tuition waivers for Santa Fe College and the University of Florida.

Classification: Full-time, Career Service, Pay Grade C4, Non-Exempt.

Location: Northwest Campus, 3000 NW 83rd Street, Gainesville, FL 32606.

OVERVIEW: Santa Fe College (SF) was recently recognized as the top-rated community college in the United States. Santa Fe College is a student-centered institution with a commitment to open access, academic excellence, and cultural and ethnic diversity. A high quality of life, temperate climate, proximity to the University of Florida, diverse cultural events, and plentiful recreational opportunities make SF and Gainesville an ideal community to work and live. SF enrolls over 16,000 students each semester.

The Administrative Assistant coordinates and provides office and administrative support to the Chief Information Officer and Director for Information Technology Services, as well as the Information Technology Department, Directors, Managers and staff.

Responsibilities and duties:

· Greet visitors, answer phones, respond to inquiries, and resolve issues based on established college policies, making appropriate referrals as needed including communicating current Santa Fe College and IT Services policy and procedure information.

· 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 including processing employee travel reimbursement.

· 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 maintaining, reconciling, analyzing and tracking purchases and expenditures, managing and reconciling the department purchasing card (P-card) on a monthly basis and assist in the IT budget process.

· Facilitate, monitor and/or oversee department purchasing, inventory and requisitioning of supplies and equipment including purchase requests, receivables, vendor invoices, inter-departmental billing (IDB), van and golf cart use for delivery of new IT equipment on campus and at centers and software/hardware maintenance renewal contracts and departmental keys.

· Prepare special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources including developing, maintaining and analyzing spreadsheets detailing all telecommunication costs.

· 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: Chief Information Officer, Information Technology Services


REQUIRED: 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.


· 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. Unofficial transcripts are only accepted for review purposes