This job has expired

Administrative Services Specialist (Academic Operations)

St. Petersburg College
Florida, United States
Salary Not specified
Posted date
Dec 1, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Financial Affairs
Employment Level
Employment Type
Full Time
You need to sign in or create an account to save a job.

Administrative Services Specialist (Academic Operations)

Compensation: $14.35-$21.24
Openings: 1
PeopleSoft ID: 4667
Formal review of applications begins: Jan 2, 2022
Department: Institutional Research
Location: EpiCenter

Key Position Information:
• Support the IE & Academic Services, including the AVP. • Monitor budgets and complete budget related paperwork such as project deliverables, budget amendments, and travel requests. • Complete purchasing requests and P’card reconciliations. • Serves as state-federal report scheduler/reviewer. • Crossed trained to assist with the Academic Affairs when necessary.

Position Summary:
Reporting to the AVP of Institutional Effectiveness and Academic Services, the Administrative Services Specialist (Academic Operations) will support administrative services for the six departments at St. Petersburg College within this area. Responsibilities may include monitoring project timelines and communicating issues; maintaining and monitoring budget; collecting, reconciling, and maintaining data; coordinating and implementing departmental processes; preparing financial reports; preparing meeting agendas and taking meeting minutes for documentation and distribution; project planning and coordinating of events; determining priority items for supervisor.

Position-specific job summary:
  • Creating and monitoring purchase requisitions, ePayment requests and Request for Contract (RFC) submissions for license renewals
  • Project management and monitoring of project timelines
  • Maintaining and monitoring budget
  • Monitoring budget status and providing reports PeopleSoft Financials and Pulse BI
  • Creating and securing approvals for forms required to compensate participants for projects and deliverables, and ensuring faculty, staff and students are paid promptly
  • Administrative duties that include scheduling meetings, responding to voicemails and emails, preparing meeting agendas, meeting materials and taking meeting minutes, etc.
  • Drafts and types a variety of business documents, including letters, memos, contracts, etc.
  • Utilizes Microsoft Office Suite including OneDrive and SharePoint, as well as Google Drive
  • Willing to learn additional software packages to support the duties of this position
  • Reviewing, proofing, and validating data within word documents and spreadsheets

This class is the third of six levels in the Administrative Services series. Basic knowledge of applicable laws, regulations, and departmental policies and procedures are required at this level. Incumbents perform non-routine, complex clerical functions requiring the application of department and organizational policies and procedures, and an increased level of responsibility with organizations and individuals external to the College including students and academic processes and information. Responsibilities may include explaining organizational or departmental policies and procedures to students, faculty, and other staff; prioritizing tasks; scheduling appointments, classes, and/or activities; developing and implementing filing systems; compiling, tracking and reviewing data and reports; attending meetings and taking notes; desktop publishing; preparing, reviewing, revising and distributing documents and correspondence; creating purchase orders; monitoring expenses; and performing basic quantitative and qualitative reviews of data. Incumbents may spend up to 30% of their time on the duties of the lower level. Incumbents may provide direction to student workers and/or part-time staff and may occasionally perform some of the duties of the higher levels.


High School Diploma or equivalent (GED)


Four years clerical or administrative experience.

* An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job may be acceptable in lieu of those requirements listed above.

  • Advanced administrative principles and practices
  • Customer service principles;
  • Modern office procedures, methods, and equipment;
  • English language, grammar, and punctuation;
  • Basic filing and recordkeeping principles;
  • Basic office equipment maintenance procedures;
  • Basic budget principles;
  • Data review techniques;
  • Computers and related software applications.

  • Basic project management to ensure timeliness
  • Planning, organizing, scheduling, and prioritizing details for meetings including meeting minutes
  • Using a computer and related software applications such as PeopleSoft Financials, internet-based programs like Google Docs, basic social media platforms, Microsoft Word, Excel, and PowerPoint
  • Detail oriented
  • Prioritizing and assigning work
  • Composing routine correspondence, memos, forms, and/or other related information;
  • Proofreading and editing documents;
  • Providing customer service;
  • Maintaining files;
  • Using modern office equipment;
  • Preparing and maintaining records and files;
  • Processing and reviewing data;
  • Prioritizing and assigning work;
  • 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 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.


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

Potential Frequency
Enters, maintains, reports, and verifies a variety of information from applicable documents, spreadsheets, invoices, databases, logs, forms, and/or other related areas, utilizing established guidelines and procedures to determine appropriate steps. Reviews data and information to troubleshoot discrepancies and verify accuracy.
Daily - 30-50%

Drafts and types a variety of business documents, including letters, memos, contracts, and/or other related documents.
Daily - 10%

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.
Daily - 10%

Performs various routine clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; greeting visitors; keyboarding information into databases; scanning and/or faxing documents; and performing related duties.
Daily - 10%

Monitors and maintains inventory which includes creating purchasing orders and monitoring expenses.
Weekly - 10%

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.
Daily - 10%

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

To apply, visit

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
You need to sign in or create an account to save a job.

Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert