Formal review of applications begins: Jun 27, 2021
Financial Assistance Services
Key Position Information:
Financial Assistance Services provides the means for students to
pursue their post-secondary educational endeavors. By providing
students with the financial assistance needed to help cover the
costs of obtaining a higher education, we are helping to make
dreams come true each and every day.
St. Petersburg College (SPC) takes pride in helping students finish
what they start, therefore assisting students with the financial
aid process is critical in getting the student started in the best
possible position to succeed. SPC is seeking a dynamic and
energetic Executive Assistant at our Epi Center office for a
fast-paced Financial Assistance Services department. To be a strong
candidate for consideration, we are looking for someone who:
- is a self-starter, stickler for details, dependable, and
comfortable with technology (i.e. PeopleSoft, Excel, Word,
PowerPoint; Access; and Adobe);
- possesses exceptional organizational skills;
- possesses excellent customer service skills;
- has a positive outlook, attitude and sense of humor
- is able to multi-task and work in a fast-paced
- is innovative, creative, and efficient with day-to-day
The Executive Assistant's primary responsibility is to support the
Associate Vice-President of Financial Assistance Services in the
day-to-day operations of the financial aid office. This position
also assists financial assistance services staff members and
students with a full spectrum of financial assistance services
related issues that come through the Associate VP’s office.
Troubleshooting and determining the best option, resource, and/or
contact for a particular situation is a constant. Additionally, we
are seeking a candidate who has strong critical thinking skills and
who can learn new systems and processes fairly easy.
This position will also be called upon to assist other campuses
from time to time; assist with outreach initiatives in the
surrounding communities; and other duties as assigned.
Excellent communication, interpersonal skills, and customer service
experience are required.
Prior financial assistance services or other higher education
experience is preferred. Comprehensive training will be
Reporting directly to an AVP, provost, faculty dean, or director
level executive. Works independently performing a wide range of
high-level and confidential administrative and clerical support
duties by conducting research, preparing statistical reports,
handling information requests, preparing correspondence, receiving
visitors, arranging conference calls, and scheduling meetings. May
also train and supervise lower-level clerical staff.
- Answering phone inquiries and directing calls, mail, or emails
to appropriate parties.
- Perform general office duties such as typing memos, ordering
supplies, maintaining records database systems.
- Arranges travel, accommodation, itineraries, and all
correspondence related to arrangements.
- Manages schedule for executives, plans and organizes
- Prepares financial/statistical reports, records, data, and
- Handles confidential information, prepares information and
research for executive needs.
- May help with on campus events, meetings, and special
- May assist in training, scheduling, and distributing work of
students, clerical staff, or temporary staff.
This class is the fourth of six levels in the Administrative
Services series. Incumbents provide advanced administrative
services requiring a broad knowledge of the assigned
department/division. Responsibilities may include collecting,
reconciling, and maintaining complex data; coordinating and
implementing departmental processes; providing accurate information
during high-impact and risk situation; monitoring budgets,
accounts, billings, and/or expenditures; monitoring project
timelines and identifying issues; preparing financial and/or
statistical reports; preparing meeting agendas and taking official
meeting minutes for distribution and documentation; planning and
coordinating events; independently preparing materials for
supervisor's meetings; determining priority items for supervisor;
and reading and responding to supervisor's voicemail and e-mail.
Incumbents may supervise student workers and/or part-time
Two years related administrative support experience with proven
office administration and customer service skills required. Proven
interpersonal skills with experience providing complex
administrative support in a high-profile environment with tact and
diplomacy. Must be able to work across teams and with a variety of
projects and constituencies.
- PeopleSoft systems;
- Advanced MicroSoft Office software;
- PowerPoint presentations;
- Customer service principles;
- Modern office procedures, methods, and equipment;
- English language, grammar, and punctuation;
- Advanced administrative principles and practices;
- Basic budget principles and mathematical concepts;
- Data review techniques;
- Applicable mathematical concepts;
- Computers and related software applications.
- Strong organizational skills and attention to details
- Self-directed and able to work without supervision;
- Comfortable in both a leadership and team-player role, manages
team members, leads assistant meetings, and supervises when
- Able to organize and manage large amounts of files, tasks,
schedules, and information;
- Composing routine and non-routine correspondence, memos, forms,
and/or other related information;
- Organizational proficiency
- Proofreading and editing documents;
- Providing customer service;
- Using modern office equipment;
- Preparing meeting minutes and agendas;
- Planning, organizing, scheduling, and prioritizing details for
- Processing and reviewing data;
- Prioritizing and assigning work;
- Applying applicable mathematical concepts;
- Using a computer and related software applications;
- Communication, interpersonal skills as applied to interaction
with subordinates, coworkers, supervisor, the general public, etc.
sufficient to exchange or convey information and to give and
receive work direction.
- Positions in this class typically require: reaching, standing,
walking, grasping, feeling, talking, hearing, seeing and repetitive
- Sedentary Work: Exerting up to 10 pounds of force occasionally
and/or a negligible amount of force frequently or constantly to
lift, carry, push, pull or otherwise move objects. Sedentary work
involves sitting most of the time. Jobs are sedentary if walking
and standing are required only occasionally and all other sedentary
criteria are met.
These duties are a representative sample; position assignments may
Prepares, reviews, interprets, compiles, and analyzes a variety of
complex information, data, forms, records, business correspondence,
budget information, and/or reports; makes recommendations based on
Provides advanced administrative and technical assistance which
includes; monitoring project timelines and identifying issues;
preparing financial and/or statistical reports; preparing meeting
agendas and taking official meeting minutes for distribution and
documentation; planning and coordinating events;
Manages complex calendars, schedules meetings, arranges
appointments, makes travel arrangements; and performing related
Drafts and types a variety of business documents, including
letters, memos, contracts, and/or other related documents. Utilizes
Responds to requests for information, in person, via e-mail, and
over the phone; takes and transmits messages; answers department
questions and provides information; directs visitors to appropriate
May prioritize and assign work to student workers and/or part-time
staff; monitor the performance of staff; and train students and/or
staff on work methods and procedures.
Performs other duties of a similar nature or level.
To apply, visit https://web.spcollege.edu/hrapp/job/4469
The Board of Trustees of St. Petersburg College affirms its
equal opportunity policy in accordance with the provisions of the
Florida Educational Equity Act and all other relevant state and
federal laws, rules and regulations. The college will not
discriminate on the basis of race, color, ethnicity, religion, sex,
age, national origin, marital status, pregnancy, sexual
orientation, gender identity, genetic information, or against any
qualified individual with disabilities in its employment practices
or in the admission and treatment of students. Recognizing that
sexual harassment constitutes discrimination on the basis of sex
and violates this Rule, the college will not tolerate such conduct.
Should you experience such behavior, please contact Pamela Smith,
the director of EA/EO/Title IX Coordinator at 727-341-3261; by mail
at P.O. Box 13489, St. Petersburg, FL 33733-3489; or by email at