Administrative Assistant, CIED

Santa Fe College; Gainesville (FL); On-site; USD 34,000 - 41,000; Full time

Job summary

Santa Fe College, located in downtown Gainesville, FL, seeks an administrative assistant to support a supervisor and handle daily office tasks in Blount Hall. The role emphasizes scheduling, communications, and efficient office operations.

The position involves payroll processing, procurement, budgeting support, and ensuring adherence to college policies. Join a collaborative environment that values organized workflows and customer service.

Responsibilities

• Greets visitors, answers phones, and responds to inquiries under policies.
• Performs administrative tasks following established procedures with limited discretion.
• Completes data entry and drafts, edits, and revises correspondence, reports, and other materials.
• Researches, compiles, tracks, and reviews departmental data, including room-rental revenue, to prepare reports and maintain spreadsheets.
• Maintains accurate departmental databases and records ensuring accuracy and data integrity.
• Organizes and facilitates meetings and events by coordinating logistics and agendas; tracks attendance and minutes.
• Facilitates use and rental of department event space with bookings and vendor coordination.
• Maintains schedules and coordinates appointments, prioritizing and arranging travel logistics as needed.
• May complete payroll functions by auditing timesheets and absence requests in Workday.
• Supports hiring processes by initiating job requisitions and compiling candidate documentation.
• Assists with fiscal and budget-related activities by processing requisitions, invoices, and budget amendments.
• Monitors and tracks expenditures by reviewing budget reports and maintaining records.
• Supports procurement activities for supplies, equipment, and services by submitting purchasing transactions.
• Keeps a record of operating procedures and shares knowledge on standard operations as needed.
• Communicates and collaborates with staff and stakeholders.

Job description

Compensation

$37,454.00 Annual

Job Description Summary

The application deadline for this position is 11:59pm EST on October 30, 2026.

Located in downtown Gainesville in Blount Hall, the Center for Innovation and Economic Development (CIED) is an energetic and collaborative environment with 13,980 square feet of shared working space. The CIED serves early-stage startups across a broad spectrum of sectors, from traditional service-oriented businesses like catering and furniture moving, to training, education and exam preparation businesses, as well as more technology focused businesses like web, app and game development.

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 occasionally assign or monitor tasks for other workers including but not limited to student employees, part-time, and/or temporary staff as part of routine support responsibilities

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, tracks, and reviews departmental data, including room-rental revenue, 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.
• Facilitates the use and rental of department event space by handling bookings, scheduling, vendor coordination, and related day-of logistics; supports the development and refinement of rental processes.
• 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, collabora