Administrative Assistant, One Stop Center

Compensation

$37454.00 Annual

Job Description Summary

The application deadline for this position is 11:59pm EST on October 8 2026.

Santa Fe Colleges (SF) One Stop is an integrated enrollment services department that serves prospective and current students through in-person phone and virtual services channels. The Center offers cross-functional services in the areas of Admissions Advising Financial Aid Records Student Financial Services and Registration in-person and online. The team provides in-person and virtual proactive and the on-the-spot support to foster an environment of student belonging persistence and success as students navigate their journey at SF.

This position performs work that is generally task-oriented and administrative in nature which includes providing direct support to a supervisor and assistance with daily office activities such as scheduling meetings maintaining calendars handling routine communications and customer service monitoring and tracking expenditures processing financial transactions collecting and filing documents maintaining records responding to inquiries in accordance with established college policies and performing other routine tasks that support the administrative infrastructure that enables services to operate effectively.

This position performs routine tasks within structured workflows with limited variability and complexity in day-to-day tasks. This position applies established departmental and college policies in daily work and uses limited discretion to resolve routine problems or issues with decisions primarily being task focused and impacting the accuracy timeliness and quality of assigned work. 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 issues in accordance with pre-determined college policies and department practices making appropriate referrals as needed.
• Performs a variety of administrative tasks involving routine step-by-step work that follows established procedures and guidelines with limited discretion in resolving issues and which requires escalation for guidance and determination of appropriate actions.
• Completes data entry and maintenance functions and drafts edits and revises correspondence reports and other materials following established procedures and directives.
• Researches compiles and reviews data to prepare reports summaries and/or replies to inquiries and maintains spreadsheets and other data tools to support reporting and special project needs.
• Maintains accurate departmental databases and records ensuring accuracy organization confidentiality and data integrity.
• 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 individual schedules coordinating appointments and priorities resolving scheduling conflicts and arranging travel logistics when appropriate including submitting travel requisitions.
• May complete payroll functions by auditing and verifying timesheet entries and absence requests in Workday ensuring timely submission and accuracy prior to supervisor approval.
• 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 and maintaining documentation for transactions including requisitions purchase orders invoices spend authorizations expense reports receipts and budget amendments in accordance with established procedures.
• Monitors and tracks expenditures by reviewing budget reports and supports budget development by maintaining accurate records and ensuring spending remains aligned with approved budgets.
• 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.
• 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: A high school diploma or equivalent with two (2) years of experience or a combination of completed education and/or experience equal to two (2) 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 employment application an up-to-date resume letter of intent and unofficial college transcripts to be considered for this position. Unofficial transcripts are only accepted for review purposes official transcripts are 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.