Office for Advancement Assistant

Job Open: 
Monday, April 5, 2021
Job Closed: 
Monday, April 19, 2021

Application Deadline: Monday, April 19, 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, Administration Building Room F-207, Gainesville, Florida 32601

Overview: Santa Fe College (SF) has been recognized as one of the top-rated community colleges in the United States. Santa Fe College is a comprehensive public college that offers a range of Bachelor’s degrees, Associate in Arts, Associate in Science and Associate in Applied Science degree options, as well as Certificate and Non-Degree programs. 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.

The Office for Advancement is seeking a Program Assistant for the Office for Advancement. The Program Assistant facilitates and administers the day-to-day operations within an area of the college or works as part of a team providing department support in financial, reporting, event planning, service to students or other specialized support functions within the department. This position may supervise the work of others and has accountability in areas of assigned responsibility. Some weekend and evening hours will be required. This position requires the individual to be able to lift displays and materials needed for hosting donor and fundraising events.

Responsibilities and Duties:
• Provide support activities for the department such as answering telephones, assisting in the coordination of special events, scheduling appointments or assisting students, college employees and the public by responding to concerns/inquiries to resolve issues based on established college policies and make appropriate referrals as necessary. Specifically serves as the administrative assistant to the Associate Vice President for Advancement.
• Perform front desk tasks as appropriate, assisting staff, faculty, students and/or the public in person or via phone with issues and/or departmental requests.
• May assist students with application, enrollment, testing and registration processes or other specific student support services, which may include specific aid and eligibility guidance. This position specifically is responsible for maintaining and reviewing approximately 1,250 scholarship applications each year; responsible for maintaining historical records; responsible for preparing annual scholarship meeting; responsible for student and donor notification; assists in awarding over 650 scholarships per year; and schedules students for video interviews about the impact of the scholarship.
• Communicate, collaborate and maintain relationships with internal and external community constituents. Includes maintaining a fiduciary relationship and confidentiality of sensitive donor and student information.
• Organize and facilitate meetings and special events; schedule and coordinate dates and times, venues, attendance, agendas, and facility arrangements. Includes taking formal minutes of the meeting.
• Monitor, reconcile and assist with fiscal administration for the department including, but not limited to, budgets, funding, purchase orders, Pcards, grants, and/or contracts.
• Facilitate, monitor and/or oversee department purchasing, inventory, and requisitioning of supplies and equipment.
• Assist with fiscal planning including participating in seeking alternate sources of funding.
• Prepare special reports, summaries or replies to inquiries by compiling data and statistics from various departmental resources. Includes scholarship and donor reports, as well as, data entry for donations and events.
• Assist in scheduling of building and equipment maintenance.
• Manage and update program websites and publications with the most current, accurate and timely information.
• 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: Associate Vice President, Office for Advancement


Required: Associate degree and four years of related work experience or a combination of completed education and/or related work experience equal to six years.
Additional Requirements: Must be able to lift at least 20 pounds without assistance. A criminal background check will be conducted.

Knowledge, Skills and 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 successfully 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.
• Adaptability to Change – able to be flexible and supportive, 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.
• 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.

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 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. Unofficial transcripts are only accepted for review purposes.