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Interim Administrative Assistant, Innovative Product Development Center (IPDC)
San Jose-Evergreen Community College District in San Jose, Florida
 
 
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Date Posted 02/04/2020
Category
Admin-Student Affairs and Services
Employment Type Fulltime
Application Deadline Open until filled
 
 
 
 
 
Job Status:
Open
Title:
Interim Administrative Assistant, Innovative Product Development Center (IPDC)
Opportunity Type:
Full-time
Position Type:
Career Service
Position Classification:
Non-Exempt
Home Department:
Innovative Product Development Center
Pay Grade:
C4
Closing Date:
02/04/2020
Overview:

Santa Fe College (SF) has been recognized as one of the top-rated community colleges in the United States.  Santa Fe College is a comprehensive public college that offers a range of Bachelor’s degrees, Associate in Arts, Associate in Science and Associate in Applied Science degree options, as well as Certificate and Non-Degree programs.  Santa Fe College is a student-centered institution with a commitment to open access, academic excellence, and cultural and ethnic diversity. A high quality of life, temperate climate, proximity to the University of Florida, diverse cultural events, and plentiful recreational opportunities make SF and Gainesville an ideal community to work and live.  

Compensation: Starting Salary is $25,672.94 per the Santa Fe College Salary Schedule. Compensation package is comprised of many college paid benefits including health and life insurance, retirement, leave time, and tuition waivers for Santa Fe College and the University of Florida.

Description:

The Innovative Product Development Center (IPDC) is seeking an Program Assistant responsible for the coordination and support of event planning, day-to-day administrative, operational tasks related to the program.  SF’s IPDC combines the vision, known best practices, and expertise to create pathways to technology commercialization, entrepreneurship in Gainesville and the North Florida region. The IPDC will work with Service Providers to provide technology and business development services to clients including entrepreneurs, inventors and innovators.  The IPDC is open Monday to Friday from 8:00am to 4:30pm, but the schedule for this position is variable and will have a maximum of 30 hours per week. This is a grant-funded, interim position with the grant ending December 2020.

Responsibilities and Duties:
  • Greet visitors, answer phones, respond to inquiries, and resolve issues based on established college policies, making appropriate referrals as needed.

  • Perform a wide variety of administrative tasks including data entry and the drafting, editing, and revision of letters, reports, and other materials.

  • Organize and facilitate meetings and special events; schedule and coordinate dates and times, venues, attendance, agendas, and facility arrangements.

  • Perform various duties related to maintaining one or more individual schedules and coordinate travel arrangements when appropriate.

  • Manage payroll functions including the submission and audit of timesheet entries for staff, faculty, and work-study employees.

  • Perform basic, routine bookkeeping functions relative to program/department budget including tracking purchases and expenditures and may assist in the budget development process.

  • Facilitate, monitor and/or oversee department purchasing, inventory and requisitioning of supplies and equipment.

  • Prepare special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources.

  • Maintain accurate databases.

  • Assist in the development or upkeep of the department/area webpage including social media and web presence.

  • May supervise and oversee the activities of work-study employees.

  • Assist in the planning and coordination of special events, which may include logistics, contracts, hospitality, staffing, etc.

  • Comply with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.

  • Provide service excellence through courteous, informed, accessible and professional engagement.

  • Perform other duties as assigned.

Reports to: Director, Innovative Product Development Center (IPDC)

Qualifications:

Required:  An Associate’s degree with at least four (4) years of closely related work experience or a combination of closely related work experience and/or completed education equal to six (6) years is required. 

Additional Requirements: The ability to lift up to 25lbs without assistance. A criminal background check will be conducted.

Preferred:  The ideal candidate will possess a strong commitment to diversity and success of the IPDC clients and service providers.

Knowledge, Skills and Abilities:

  • Communication – able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.

  • Team Orientation & Interpersonal – highly motivated team player with ability to develop and maintain collaborative relationships with all levels within and external to the organization.

  • Ability to work in a multi-cultural environment.

  • Organization & Time Management – able to plan, schedule, organize, and follow up on tasks related to the job to achieve goals within or ahead of established time frames.

  • Multi-task - Ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.

  • Adaptability to Change – able to be flexible and supportive, and able to positively and proactively assimilate change in rapid growth environment.

  • Relationship Management – able to personally provide high level of interactive service to others, building relationships and addressing identified needs.

  • Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs.

  • Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.

Application Process:  All applicants must create an Applicant Profile to complete the SF Employment Application, submit a letter of intent, an up-to-date resume, well as college transcripts to be considered for this position.  The letter of intent must describe your interest in working as an Administrative Assistant at Santa Fe College and explain the skills, strengths and experience you would bring to this position. College transcripts are required for any college coursework.  If you do not have college coursework, proof of high school completion or equivalent must be uploaded as unofficial transcripts. Unofficial transcripts are only accepted for review purposes, official transcripts are required prior to any offer of employment being made.

Contact:
 
Required Documents:
Letter of Intent, Resume/Curriculum Vitae, Unofficial Transcripts
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