Assistant, Academic (Mathematics)

State College of Florida, Manatee-Sarasota; Bradenton (FL); On-site; USD 32,000 - 52,000; Full time

Job summary

State College of Florida, Manatee-Sarasota is seeking an Administrative Assistant to support the Academic Department Chair and Program Directors in Bradenton, FL. The position involves clerical duties, calendar coordination, and handling sensitive information with professionalism.

The role requires strong planning, communication, and computer skills, with experience in an academic environment. Candidates should be capable of managing multiple tasks while supporting faculty, staff, students, and

Qualifications

• High school diploma or GED and three or more years of related experience.
• Strong organizational, communication, and interpersonal skills; proficiency in Microsoft Office and college administrative systems; ability to manage multiple priorities, maintain accurate records, handle confidential information, and work effectively with faculty, students, and college personnel.
• Experience in an academic or higher education environment.

Responsibilities

• Provides clerical support to the Academic Department Chair/Program Directors, including all correspondence.
• Coordinates Supervisor's calendar, scheduling appointments, and faculty and/or student conferences. Screens calls and assists with projects relevant to the various disciplines/departments.
• Prepares and maintains administrative files (some of which are confidential), minutes for meetings, department reports and other documentation as required.
• Assists with preparation of Department budget, maintains budget expenditures and balances, creates standing and non-standing purchase orders (POs) and encumbrances, and completes end-of-year budgeting processes.
• Builds class schedules according to information provided by the department chair and/or program managers.
• Enters faculty load and compensation, ensuring data is accurate according to information provided by the department chair/program director. Reviews FLAC and communicates to both Human Resources and the Deans when FLAC can be locked for payroll processing.

Skills

Organizational skills

Communication skills

Interpersonal skills

Microsoft Office proficiency

Data entry

Education

High school diploma or GED

Tools

College administrative systems

Microsoft Office

Job description

Administrative Assistant to the Academic Department Chair/Program Directors

Serves as Administrative Assistant to the Academic Department Chair/Program Directors. Schedules appointments, gives information to callers, and otherwise relieves officials of clerical work and minor administrative details by performing the following duties.

NOTE: Job descriptions and essential functions are subject to change due to advances in technology, utilization of work force, and other factors which may impact the College’s need to modify position requirements.

This position is a career-level position and is eligible for veteran preference. If you qualify, please complete the Veteran Preference section of the application and attach a copy of your DD214.

The following listing of essential job duties indicates the general nature and level of work required in this job. This is not designed to be a comprehensive listing of all the activities, duties, or responsibilities that may be required in this job. Individuals assigned to this job may be asked to perform other duties as required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of the job.

1. Provides clerical support to the Academic Department Chair/Program Directors, including all correspondence. Coordinates Supervisor's calendar, scheduling appointments, and faculty and/or student conferences. Screens calls and assists with projects relevant to the various disciplines/departments.
2. Prepares and maintains administrative files (some of which are confidential), minutes for meetings, department reports and other documentation as required.
3. Assists with preparation of Department budget, maintains budget expenditures and balances, creates standing and non-standing purchase orders (POs) and encumbrances, and completes end-of-year budgeting processes.
4. Builds class schedules according to information provided by the department chair and/or program managers.
5. Enters faculty load and compensation, ensuring data is accurate according to information provided by the department chair/program director. Reviews FLAC and communicates to both Human Resources and the Deans when FLAC can be locked for payroll processing.
6. Submits requests for payroll corrections when faculty are absent or a substitute is required.
7. Develops and maintains database and spreadsheet files. Inputs and updates class schedules, room assignments into current College electronic system.
8. Serves as front-line customer service contact for State College of Florida, Manatee-Sarasota faculty, staff, students and the community.
9. Arranges travel plans and itineraries for Department Chair/Program Directors and faculty as well as compiling documents for travel-related meetings.
10. Maintains records of department/program inventories. Orders and maintains supplies, and assists with preparation of textbook orders.
11. Assists Department Chair/Program Directors in maintaining area web pages.
12. Assists Departmental faculty with completion of assigned tasks. Ensures completion of new faculty personnel files and certifications.
13. Other duties as assigned.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

High school diploma or general education degree (GED) and three or more years of related experience.

Strong organizational, communication, and interpersonal skills; proficiency in Microsoft Office and college administrative systems; ability to manage multiple priorities, maintain accurate records, handle confidential information, and work effectively with faculty, students, and college personnel. Experience in an academic or higher education environment.

Supervisory Experience:

This job has no supervisory responsibilities.

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram/charts form. Ability to deal with problems involving several concrete changes in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have a comprehensive knowledge of word processing software, knowledge of spreadsheet software, Internet software and database software. Proficiency in use of current College database and e-mail software essential.

Certificates and Licenses:

None required.

Responsibility for People and Property:

Responsible for monitoring Department budgets and equipment.

Responsibility for Communication

Internal Contacts:

This position has routine contact with all levels of College faculty, staff, students and administrators.

External Contacts:

This position has routine contact with the accrediting agencies, faculty applicants, vendors, and the general public.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use manual dexterity, and talk or hear. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color and ability to adjust focus.