Administrative Coordinator - Innovation Center & Events

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

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.