Santa Fe College Looking for Part-Time Program Support Specialist, Blount Center Full Time

Salary: $15.00 Hourly

Location: Blount Center, Gainesville

Job Type: Part-Time

Job Number: 23-0226

Division: Academic Affairs

Opening Date: 08/24/2023

Closing Date: 9/7/2023 11:59 PM Eastern

Santa Fe College (SF) has been recognized as one of the top-rated community colleges in the United States. Santa Fe College is a student-centered institution with a commitment to open access, academic excellence, and cultural and ethnic diversity. SF enrolls over 16,000 students each semester, retains and completes over 60% of students every academic year, while over 10% transfer into the University system.

Description

The Blount Center is seeking an organized, punctual, and reliable Program Support Specialist to provide a wide range of basic office support and assists with the general coordination of day-to-day operations including providing customer service and student support, assisting with room reservation related matters, routine bookkeeping functions, and other program and academic support tasks.
SCHEDULE: This position requires flexible availability including early mornings, evenings, and some weekends. Typically, this position will receive 25-30 hours per week and will work no more than 30 hours unless special notice has been given. At no time will you asked to work overtime without prior approval from the Blount Center Director.

Responsibilities and Duties

• Provide support for Blount Center operations, such as greeting visitors, answering phone calls, responding to inquiries, resolving issues based on established college policies and departmental practices, and making appropriate referrals as necessary. 
• Distribute correspondence and other materials to department staff and faculty.
• Perform a wide variety of administrative tasks including data entry and the drafting, editing, and revision of letters, reports, and other materials. Establish, maintain, process, and/or update files, records, and/or other documents.
• Perform basic, routine bookkeeping functions relative to program/department budget(s) which includes tracking purchases and expenditures and assisting in the budget development process. 
• Assist in the planning and coordination of special events, which may include logistics, contracts, staffing, hospitality, etc.
• Conduct event planning meetings in the absence of Office Supervisor; assist in preparing pre/post planning meeting files (estimates, diagrams, etc.) 
• Build and maintain a comprehensive database of industry contacts, vendors, and spaces at Blount Center with multiple layouts.
• Ensure timely completion of deliverables according to program objectives and established timelines.
• Provide service excellence through courteous, informed, accessible, and professional engagement; present a professional image in word, action, and attire.
• May schedule or assist in scheduling appointments, meetings, and/or conferences, as appropriate to the position; be aware of event schedule and building activity. 
• Conduct event logistics planning meetings in the absence of Office Supervisor; assist in preparing pre/post planning meeting files (estimates, diagrams, etc.) 
• Submit work orders for additional services (facilities team, IT team, police dept)
• Act as a liaison for event needs with vendors and other campus entities; execute policies and procedures related to reservations. 
• Assist in the billing and collections process .
• Attend mandatory meetings, trainings, and events.

Qualifications

Required Qualifications: Associate degree and two years of related work experience or a combination of completed education and/or related work experience equal to four years. A criminal background check will be conducted.

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.
• 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.
• Able to effectively manage change and adaptability with support and flexibility.
• Relationship Management – prior experience successfully maintaining key client and supplier relationships; able to provide high level interactive service to others and address identified needs.
• Systems & Software – proficient level of knowledge of Microsoft Office and/or relevant position software programs.
• Able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions presenting a professional image in word, action, and attire.
• Exceptional customer service skills a must. Prior customer service and public relations experience preferred

SUPERVISION:  This position reports directly to the Office Supervisor. Cross-supervision is provided by the Blount Center Director and other full-time staff.

APPLICATION PROCESS:  All applicants must submit a completed online application, a letter of intent, an up-to-date resume/curriculum vitae, and academic transcripts (if applicable) to be considered for this position. Unofficial transcripts are only accepted for review purposes, official transcripts are required prior to any offer of employment being made.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

Santa Fe College (SF) is committed to maintaining a work and educational environment that embraces diversity and where no member of the college community is excluded from participation in, denied the benefits of, or subject to discrimination in any college program or activity based on: their race, ethnicity, national origin, color, religion, age, disability, sex, pregnancy status, gender identity, sexual orientation, marital status, genetic information, political opinions or affiliations, or veteran status. This commitment applies to employees, volunteers, students, and, to the extent possible, to third parties, applicants for admission, applicants for employment, and the general public. http://www.sfcollege.edu/eaeo/

Inquiries regarding non-discrimination policies or concerns about discrimination or harassment, including concerns about sexual harassment or sexual violence under Title IX, should be directed to: [email protected]

Santa Fe College reserves the right to extend deadlines and/or not to offer advertised positions.

Preference will be given to eligible veterans and spouses of veterans.

Benefits

Santa Fe College offers a complete benefits package to full-time employees including health care, dental, vision, retirement, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. Employees can also take advantage of many perks and discounts.
To learn more details, visit our Employee Benefit Information page.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

Santa Fe College (SF) is committed to maintaining a work and educational environment that embraces diversity and where no member of the college community is excluded from participation in, denied the benefits of, or subject to discrimination in any college program or activity based on: their race, ethnicity, national origin, color, religion, age, disability, sex, pregnancy status, gender identity, sexual orientation, marital status, genetic information, political opinions or affiliations, or veteran status. This commitment applies to employees, volunteers, students, and, to the extent possible, to third parties, applicants for admission, applicants for employment, and the general public. http://www.sfcollege.edu/eaeo/

Inquiries regarding non-discrimination policies or concerns about discrimination or harassment, including concerns about sexual harassment or sexual violence under Title IX, should be directed to: [email protected]

Santa Fe College reserves the right to extend deadlines and/or not to offer advertised positions.
Preference will be given to eligible veterans and spouses of veterans.