Senior Staff Assistant

Daytona State College; Daytona Beach (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Daytona State College seeks an experienced administrative assistant to support the Vice President of Student Development and Judicial Affairs. The role involves front-line service to students and the public, calendar management, travel planning, and handling departmental communications.

Responsibilities include budget assistance, purchase orders, and maintaining judicial files with strict confidentiality. Occasional meetings and events support, including evenings or weekends, across campus sites

Qualifications

• High School Diploma or GED required.
• 4 years of related work experience in a professional environment, preferably in higher education and student affairs.

Responsibilities

• Provide secretarial and clerical support for the VP of Student Development and Judicial Affairs.
• Meet, greet, and assist students, faculty, staff and the public with professional service and information.
• Manage calendars, schedule appointments, travel, and handle mail and inquiries.
• Assist with budgets, purchase orders, requisitions, and invoices in accordance with college policies.
• Maintain judicial files and records, ensure confidentiality and compliance with FERPA and laws.
• Attend meetings, take minutes, and support retention initiatives and events.
• Flexible schedule including evenings/weekends and work at multiple campus sites.

Skills

Customer service

Communication

Time management

Teamwork

Education

High School Diploma or GED

Tools

PeopleSoft

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Job description

• High School Diploma or GED.
• Four (4) years of related work experience in a professional environment. Preferably in higher education and student affairs.

• Provides comprehensive secretarial and clerical support for the Vice President of Student Development and Judicial Affairs. Meet, greet, and assist students, faculty, staff and the general public with professionalism and exceptional customer service skills. Receives and screens phone calls, processes emails and in-person inquiries, providing advanced information, or referring callers to appropriate staff and regularly checking voicemail systems for the department. Keeps appointment calendars, schedules appointments, make reservations and travel arrangements. Processes and distributes incoming and outgoing departmental mail, prioritizes and handles supervisor's mail as directed. Performs office tasks such as processing correspondence, reports, setting up files and filing, preparing and maintaining spreadsheets, faxing, e-mailing, telephoning, photocopying and scanning.
• Responsible for assisting with the coordination of office operations, including budget preparation, and departmental reports under the direction of the supervisor. Completes and submits work orders, purchase orders, requisitions and processes invoices for supplies and materials in accordance with college policies and procedures. Assists with accountability of purchases and maintains inventory of office supplies and departmental equipment.
• Assist with processing student complaints and judicial affairs cases including communications and documents, creating and maintaining judicial files and records, document imaging, maintaining judicial spreadsheets and People Soft records. Assist with accepting and recording informal and formal student complaints and student code of conduct violations reported by faculty, staff or students. Assist as needed with note-taking and record keeping for judicial meetings and student disciplinary hearings. Maintain accurate records, ensuring confidentiality and compliance with institutional policies, procedures, FERPA, relevant state and federal laws, and all required reporting for the department.
• Attend departmental, staff and other professional meetings, as requested, to exchange information or take meeting minutes. Attend technical or professional classes, workshops, professional development or seminars to improve skills.
• Support Student Retention initiatives and the Student Development Division by attending college and community activities and events as required, such as Welcome Back events, Homecoming, Residence Hall Move-Ins, Student Development events and Admissions events. Assist Student Development as required for any events, activities and student support. Must be able to work a flexible schedule that may include evenings and weekends and perform work at any DSC college campus or other assigned site as required.
• Assists the Vice President of Student Development with the College's Student Retention efforts and produce relevant reports as requested. Supports the functions of the Student Development Division as needed and as directed by supervisor to meet departmental needs.
• Other duties and special projects as assigned and directed by the President or their designee.

• Requires excellent verbal and written skills and strong organizational and time-management skills.
• Must have good teamwork, customer service, scheduling, record keeping, multi-taskingskills and be flexible to meet the demands of the College.
• Possess exemplary computer skills and knowledge of software programs such as Microsoft Outlook, Teams, Word, Excel, and Peoplesoft.
• Must have ability to perform clerical and technical tasks requiring a wide range of procedures.
• Must have demonstrated knowledge in the operation and use of office machines and equipment.
• Must be reliable, dependable, punctual and able to deal effectively with students, parents, and the public.
• Must exercise good judgment with the ability to maintain positive relationships with students and staff.

This position is eligible for Veterans Preference pursuant to Chapter 295 of Florida Statutes. Preference will be given to eligible veterans and their spouses in accordance with the statute and requires the applicant to submit eligible documentation such as a DD-214 (or equivalent). If you are submitting a copy of a DD-214, please ensure the social security number and date of birth is redacted and/or removed.