Administrative Support Specialist

The Administrative Support Specialist will be responsible for providing administrative support functions for the Dean of the School of Creative Arts & Letters, School of Liberal Arts & Sciences, and the Office of Academic Affairs. The Specialist will also assist other departments with troubleshooting, special projects, and tasks during high work volume seasons of the academic calendar year as assigned by Academic Affairs.

ESSENTIAL FUNCTIONS:

• Provide and manage various administrative tasks for the Deans of SCAL and SLAS 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.

• Manage donor funds.

• Assist with organizing and taking minutes at meetings as directed by School Deans.

• Conduct research and prepare background materials, and reports for 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.

• Coordinate faculty development requests and assist with processing reimbursements.

• Coordinate collection of faculty evaluation materials.

• Input maintenance requests for faculty within school as needed (i.e., facility problems, garbage removal, office cleaning, paper stock delivery, etcetera).

• Maintain office supplies and printer needs for faculty within school; replenish stock through Procurement System charged to each department.

• Manage faculty copiers in Kenan, Riberia, and Ovieda (stock, trouble shoot, etcetera).

• Proctor exams requested by adjunct faculty for individual students through the FAST website.

o Retrieve, store, and return exams in a secure and timely manner.

o Coordinate appointment times for all students needing exam proctoring.

o Provide testing accommodation as needed.

o Notify adjunct faculty of exam proctoring appointments and exam completion.

o Track total number of exams proctoring per semester.

• Assist with coordinating faculty office moves and new office setups.

• Provide support to the Office of Academic Affairs including Administrative Assistants in the Division of Academic Affairs as seasonal projects arise (e.g., coverage, 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).

• Coordinate schedule changes, including but not limited to, requests for time off, with the Executive Assistant.

• 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 relationships with professional colleagues across the college 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 Executive Assistant to the Vice President of Academic Affairs 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.

MINIMUM 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 strong interpersonal skills with the ability to relate well with diverse populations.

• are essential.

• Demonstrate quality decision-making.

• Advanced skills using Microsoft Office programs, particularly Outlook, Word, Excel, and PowerPoint.

CHARACTERISTICS PREFERRED:

• Ability to treat confidential information with discretion.

• Ability to multi-task and work well under pressure.

• Ability to take direction and work with others as part of a team.

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 objects. 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.

Flagler 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.

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