Administrative Operations Lead — Student Services

Santa Fe College; Gainesville (FL); On-site; USD 32,000 - 43,000; Full time

Job summary

Santa Fe College's One Stop is seeking an Administrative Support Specialist to provide essential office assistance, schedule management, and customer service across Admissions, Advising, Financial Aid, Records, and Registration. The role supports daily operations, maintaining records and processing routine financial transactions.

The incumbent will collaborate with supervisors, handle routine communications, and contribute to efficient service delivery, including payroll-related tasks and

Qualifications

• Administrative and clerical duties to support daily office operations.
• Experience with data entry, record keeping and document filing.
• Familiarity with payroll and budget-related tasks in a college setting.

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, 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 department's web and social media presence by coordinating content updates and submitting requests to Marketi

Skills

Administrative tasks

Data entry

Payroll

Budgeting

Procurement

Event coordination

Customer service

Education

None

Tools

Workday

ERP system

Job description

Santa Fe College's One Stop is seeking an Administrative Support Specialist to provide essential office assistance, schedule management, and customer service across Admissions, Advising, Financial Aid, Records, and Registration. The role supports daily operations, maintaining records and processing routine financial transactions.

The incumbent will collaborate with supervisors, handle routine communications, and contribute to efficient service delivery, including payroll-related tasks and