Senior Administrative Services Specialist (OPS)

Senior Administrative Services Specialist (OPS)

Compensation: $14.87
Openings: 1
PeopleSoft ID: 4637

Department: Foundation Office
Location: Downtown

Key Position Information:
Key Duties and Responsibilities

• General office management, filing coordination, administrative assistant and organizer for the Vice President of Institutional Advancement.
• Communicate with community and business leaders, top management of the college, chairperson, etc. regarding meetings, schedules, special requests, internal and external reporting deadlines, and other non-routine matters.
• Develop and complete reports, meeting agendas, correspondence, PowerPoint presentations and other assignments for SPC Foundation Board of Directors’ meetings and various committee meetings (Executive, Finance & Investment, Development, Audit, etc.) requiring extensive knowledge in the use of windows-based computer applications.
• Attend and take minutes for the Foundation Board and committee meetings.
• Responsible for initiating and completing correspondence for the VP of IA and other leadership members of the Foundation.
• Prepare PowerPoint presentations for the VP of IA and other Foundation leadership as required.
• Assist in maintaining and monitoring the division purchases and budgets; complete out of district travel arrangements for office staff and in-district travel for the VP of IA.
• Train and supervise Foundation volunteers and work-study students.
• Works with the Executive Director of Advancement Services to provide general departmental management.
• Manages the Foundation’s direct vendor contracts and those provided through the College.
• Other Duties as Assigned

Position Summary:
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 spend up to 30% of their time on the duties of the lower level. Incumbents may supervise student workers and/or part-time staff.


Requirements::
Education:

Associate's degree.

Experience:

Four years experience providing administrative support services.

* 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.

Knowledge:

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

Skills:

• Composing routine and non-routine correspondence, memos, forms, and/or other related information;
• 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.
Coordinates day-to-day office operations which includes preparing Board agendas; taking meeting minutes; monitoring an operational budget; 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/4637

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.