Administrative Assistant, AVP Health Sciences

Compensation

$42056.00 Annual

Job Description Summary

The application deadline for this position is 11:59pm EST on August 25 2026.

This position performs work that is generally process-oriented and administrative in nature which includes providing support to one or more supervisors and assistance with daily activities across one or more departments programs functional areas or directly to a member of senior management. This position coordinates and maintains key workflows and administrative processes serves as a resource for interpreting procedures and policies coordinates activities across multiple areas regularly monitors and reconciles financial and budget activity prepares and analyzes reports and records and supports the administrative infrastructure that enables services to operate effectively.

This position performs moderately complex multistep tasks for a broader range of activities and at varying levels of complexity including some non-routine or variable situations that require adapting and interpreting established procedures and policies. This position is expected to use discretion in routine and moderately complex decision making and problem solving which includes identifying resolving and analyzing issues and errors for improvement. Additionally this position may provide direction and guidance to other workers to support completion of work and may be the supervisor of record for other staff including full-time employees.

Job Description

Responsibilities and Duties Include:

• Greets visitors answers phones and responds to inquiries while assisting in the resolution of routine and moderately complex issues in accordance with pre-determined college policies and department practices applying discretion in decision making and problem solving to identify resolve and determine when issues should be escalated.

• Performs a broad range of administrative tasks involving moderately complex multistep work that requires interpretation of established policies and procedures and analysis of information to resolve non-routine issues make workflow decisions and determine appropriate actions.

• Prepares and revises correspondence reports and other materials while analyzing data and information to identify discrepancies make corrections and facilitate resolution.

• Researches compiles and analyzes data and other information to prepare reports summaries and/or replies to inquiries and develops and maintains spreadsheets and other data tools to support reporting workflow coordination and special project needs.

• Manages and maintains accurate departmental databases and records ensuring accuracy organization confidentiality and data integrity regularly applying discretion and established protocols to maintain confidentiality in a variety of operational contexts.

• Organizes and facilitates meetings and special events by coordinating logistics such as space scheduling venue selection facility arrangements staffing and agenda development; supports the event by tracking attendance distributing materials taking minutes hospitality services and clean up.

• Maintains and coordinates one or more schedules by prioritizing appointments resolving scheduling conflicts coordinating activities among multiple stakeholders and arranging travel logistics when appropriate including submitting travel requisitions.

• May support payroll functions by auditing and verifying timesheet entries and absence requests in Workday for supervisor approval and/or by auditing and approving timesheet entries and absence requests for direct reports ensuring accuracy and timely submission in accordance with established procedures.

• Supports hiring processes by performing various tasks including but not limited to initiating job requisitions retrieving and compiling candidate documentation and providing documentation to new hires to include policies and procedures and pay schedules.

• Assists with fiscal and budget-related activities by preparing processing reconciling and maintaining documentation for transactions including requisitions purchase orders invoices spend authorizations expense reports receipts and budget amendments ensuring compliance with established procedures.

• Monitors tracks and reconciles expenditures by preparing and reviewing budget reports identifying variances and supporting decision making budget planning and monitoring through the preparation of financial information and expenditure reports.

• Supports procurement activities for supplies equipment and services by submitting purchasing transactions maintaining related documentation and monitoring orders through completion.

• Keeps a record of operating procedures and may share position specific knowledge including use of collegewide ERP and related system processes by providing guidance on standard operations and established departmental procedures as needed.

• Provides temporary administrative support as needed for areas under the supervisors purview during staff absences to ensure continuity of operations and services.

• Communicates collaborates and maintains relationships with internal and external community constituents.

• May assist in maintaining the departments web and social media presence by coordinating content updates and submitting requests to Marketing and Communications for publication.

• May provide direction and guidance to other workers to support the completion of work and may be the supervisor of record including for full-time employees.

• 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 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.

QUALIFICATIONS

Required: An associates degree with two (2) years of experience or a combination of completed education and/or experience equal to four (4) years.
Additional Requirements: A criminal background check will be conducted.

General Knowledge Skills and Abilities

• 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.

• 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.

• Detail Oriented - Proven accuracy and attention to detail.

• Ethics able to demonstrate integrity professionalism civility and a high degree of ethics in all job-related actions.

• 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.

• 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 application a letter of intent an up-to-date resume/curriculum vitae and unofficial academic transcripts (if applicable) to be considered for this position. Unofficial transcripts are only accepted for review purposes official transcripts are required prior to any offer of employment being made.

If you are a retiree of the Florida Retirement System (FRS) please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled suspended or deemed ineligible depending upon the date of your retirement.

Santa Fe College (SF) is committed to maintaining a work and educational environment that embraces diversity and where no member of the college community is excluded from participation in denied the benefits of or subject to discrimination in any college program or activity based on: their race ethnicity national origin color religion age disability sex pregnancy status gender identity sexual orientation marital status genetic information political opinions or affiliations or veteran status. This commitment applies to employees volunteers students and to the extent possible to third parties applicants for admission applicants for employment and the general public. regarding non-discrimination policies or concerns about discrimination or harassment including concerns about sexual harassment or sexual violence under Title IX should be directed to:

Santa Fe College reserves the right to extend deadlines and/or not to offer advertised positions. Preference will be given to eligible veterans and spouses of veterans.