Administrative & Office Coordinator

Santa Fe College; United States; On-site; USD 34,000 - 41,000; Full time

Job summary

Santa Fe College in Gainesville, FL is seeking an Administrative Support position to provide direct assistance to a supervisor and manage daily office activities. You will handle scheduling, calendars, routine communications, data entry, and basic payroll duties in Workday, while ensuring compliance with college policies.

The role emphasizes task-oriented work, accurate records, and collaboration with cross-functional teams.

Qualifications

• High school diploma or equivalent with 2 years of experience.
• Criminal background check will be conducted.
• Experience in administrative support is preferred.

Responsibilities

• 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, collaborates and maintains relationships with internal and external community constituents.
• May assist in maintaining the department’s web and social media presence by coordinating content updates and submitting requests to Marketing and Communications for publication.
• May occasionally assign or monitor tasks for other workers including but not limited to student employees, part-time, and/or temporary staff.
• 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.

Skills

Communication

Organization & Time Management

Multi-task

Problem Solving

Detail Oriented

Team Orientation

Education

High school diploma

Tools

Microsoft Office

Job description

Santa Fe College in Gainesville, FL is seeking an Administrative Support position to provide direct assistance to a supervisor and manage daily office activities. You will handle scheduling, calendars, routine communications, data entry, and basic payroll duties in Workday, while ensuring compliance with college policies.

The role emphasizes task-oriented work, accurate records, and collaboration with cross-functional teams.