Senior Staff Assistant #12189

Daytona State College; Daytona Beach (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Daytona State College seeks an Administrative Specialist to provide essential support to the Vice President of Student Development and Judicial Affairs across campus operations. The role requires excellent communication, organization, and discretion in handling confidential records.

Flexibility to work evenings or weekends and travel between DSC campuses is expected; proficiency with Microsoft Office and PeopleSoft is preferred to manage schedules, budgets, and reports efficiently.

Qualifications

• High School Diploma or GED required; 4 years of related work experience preferred, especially in higher education and student affairs.
• Excellent verbal and written communication, and strong organizational and time-management abilities.
• Ability to handle confidential information and comply with FERPA and college policies.

Responsibilities

• Provide comprehensive secretarial and clerical support for the Vice President of Student Development and Judicial Affairs.
• Meet, greet, and assist students, faculty, staff, and the public with professionalism and exceptional customer service.
• Manage calendars, schedule appointments, make travel arrangements, and handle mail and correspondence.
• Process invoices, purchase orders, and budget-related tasks; assist with office operations and inventory.
• Maintain judicial files, process student complaints, record meetings, and support student conduct processes.
• Attend meetings, take minutes, and support retention initiatives and college events across campuses.

Skills

Verbal skills

Written skills

Organizational skills

Time-management

Teamwork

Customer service

Scheduling

Record keeping

Multitasking

MS Outlook

Microsoft Teams

Word

Excel

PeopleSoft

Education

High School Diploma or GED

Tools

Microsoft Outlook

Teams

Word

Excel

PeopleSoft

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.