Administrative Support Specialist - Flagler College : Job Details

Responsibilities

• Provide and manage various administrative tasks for the School Deans including managing calendars, scheduling meetings, coordinating travel arrangements, processing travel expenses and reimbursements, maintaining school budget records, preparing school meeting materials, and providing support at events, and engagements.
• Coordinate collection of faculty evaluation materials.
• Manage donor funds within the three schools.
• Coordinate faculty development requests and assist with processing reimbursements.
• Assist with organizing and taking minutes at meetings as directed by the School Deans
• Conduct research and prepare background materials, and reports for the School Deans on special projects and presentations.
• Manage and monitor email and correspondence.
• Maintain a system that alerts to upcoming deadlines on incoming requests or events.
• Manage travel arrangements as needed, including arranging appropriate travel, visas, agendas, and necessary contacts, assembling supplies, and preparing itineraries.
• Five hours a week to support the Department of Education Chair in the work needed to ensure state approval of our teacher preparation programs.
• Assists with coordinating faculty office moves and new office setups.
• Provide support to Administrative Assistants in the Department of Academic Affairs as seasonal projects arise (e.g., faculty evaluations/contracts, dean's EOY reception, fall and spring dean's/president's list mailing, commencement-related tasks, academic dismissals, faculty candidate travel, and faculty office moves).
• Maintain strict confidentiality on all matters involving the Office of Academic Affairs, departments, faculty, and staff.
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Cultivate and maintain strong relationship with professional colleagues across the college in order to stay informed of activities relating to college programs and initiatives, apprising Academic Affairs of issues when deemed necessary.
• Resolve routine and complex inquiries, referring inquiries to the appropriate person when necessary and following up to ensure resolution.
• Manage special projects as directed by the Vice President of Academic Affairs and/or the Dean of Academic Life involving the exercise of discretion and judgment, with the authority to make independent decisions on matters that affect Academic Affairs as a whole or to a significant degree.
• Performs other duties as assigned through Academic Affairs.

ADDITIONAL RESPONSIBILITIES:

• Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

QualificationsMINIMUM QUALIFICATIONS:

• High School diploma, plus 2 years of relevant professional experience.
• Ability to function at a high skill level in support of a variety of department heads.
• Able to be proactive and anticipate needs.
• Flexibility in changing tasks as needed.
• Excellent communication and interpersonal skills are essential.
• Demonstrate quality decision-making.
• Strong interpersonal skills with the ability to relate well with diverse populations.
• Advanced skills using Microsoft Office programs, particularly Outlook, Word, Excel, and PowerPoint.

PREFERRED QUALIFICATIONS:

• 5 years of administrative experience preferred
• Experience providing administrative support in a higher education environment desirable

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift, carry, push, pull or otherwise move object
• Sedentary work involved sitting most of the time and occasionally walking and standing.
• Climbing, walking, crouching, repetitive motions, and ability to communicate appropriately with students/colleagues
• Occasional hours outside the normal College work day.

About UsFlagler College is a private liberal arts college located in St. Augustine, Florida. Founded in 1968, our mission is to enrich lives by creating a thoughtful, personalized experience in a supportive educational community. READY TO JOIN OUR COMMUNITY?We are here to help. Please review our current job openings and benefit offerings to determine if Flagler College is the place for you.Non-Discrimination StatementFlagler College provides equal employment opportunities to all employees and applicants for employment without regard to race, color, gender, religion, national origin, age, disability, marital status, familial status, sexual orientation, gender identity or expression, or any other protected characteristic. Flagler College complies with applicable federal, state and local laws governing non discrimination in employment in every College facility. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Inquiries regarding discrimination on the basis of sex and gender may be referred to the Title IX Coordinator, Office for Civil Rights (OCR), or both. Contact information for the Title IX Coordinator, OCR, and the College's Sexual Harassment Policy can be found here: www.flagler.edu/title-ix.