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Executive Assistant

Employer
St. Petersburg College
Location
Florida, United States
Salary
Salary Not specified
Closing date
Aug 13, 2021

View more

Position Type
Administrative, Student Affairs, Financial Aid
Employment Level
Administrative
Employment Type
Full Time
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Job Details



Executive Assistant

Compensation: $15.58
Openings: 1
PeopleSoft ID: 4469
Formal review of applications begins: Jun 27, 2021
Department: Financial Assistance Services
Location: EpiCenter

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 environment;
  • is innovative, creative, and efficient with day-to-day operations

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 provided.


Position Summary:
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 meetings.
  • Prepares financial/statistical reports, records, data, and presentations.
  • Handles confidential information, prepares information and research for executive needs.
  • May help with on campus events, meetings, and special projects.
  • 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 staff.


Requirements::
Education:

Associate's degree.

Experience:

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.

Knowledge:
  • 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

Skills:
  • 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 needed;
  • 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 meetings;
  • 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.

Physical:
  • Positions in this class typically require: reaching, standing, walking, grasping, feeling, talking, hearing, seeing and repetitive motions.
  • 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.


Responsibilities:
These duties are a representative sample; position assignments may vary.

Potential Frequency
1.
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 findings.
25%

2.
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;
20%

3.
Manages complex calendars, schedules meetings, arranges appointments, makes travel arrangements; and performing related duties.
15%

4.
Drafts and types a variety of business documents, including letters, memos, contracts, and/or other related documents. Utilizes desktop publishing.
20%

5.
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 locations.
15%

6.
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.
5%

7.
Performs other duties of a similar nature or level.
As Required



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 eaeo_director@spcollege.edu.
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