Academic Assistant

Compensation

$42,056.00 Annual

Job Description Summary

The application deadline for this position is 11:59pm EST on September 25, 2026.

This position performs work that is generally process-oriented and primarily aligned with functions that directly relate to the student lifecycle which includes providing administrative support to one or more supervisors, including an Academic Chair, and assistance with daily activities across one or more academic programs or functional areas within the department. This position coordinates and maintains key workflows and processes, serves as a resource for interpreting procedures and policies, coordinates activities across multiple areas, regularly monitors and reconciles financial and budget activity, prepares and analyzes reports and records, and performs other tasks that support direct service to college students, faculty, and the department.

This position performs moderately complex, multistep tasks for a broader range of activities and at varying levels of complexity, including some non-routine or variable situations that require adapting and interpreting established procedures and policies. This position is expected to use discretion in routine and moderately complex decision making and problem solving, which includes identifying, resolving, and analyzing issues and errors for improvement. Additionally, this position may provide direction and guidance to other works to support completion of work and may be the supervisor of record for other staff including full-time employees.

Job Description

Responsibilities and Duties Include:

• Greets visitors, answers phones, and responds to inquiries while assisting in the resolution of routine and moderately complex student, employee, and/or other issues in accordance with pre-determined college policies and department practices, applying discretion in decision making and problem solving to identify, resolve, and determine when issues should be escalated.

• Assists with student intake and service coordination by collecting required information, providing guidance on processes, and routing students to appropriate services or staff when needed.

• Performs a broad range of tasks involving moderately complex, multistep work that requires interpretation of established policies and procedures and analysis of information to resolve non-routine issues, make workflow decisions, and determine appropriate actions.

• Prepares and revises correspondence, reports, and other materials while analyzing  data and information to identify discrepancies, make corrections, and facilitate resolution.

• Researches, compiles, and analyzes data and other information to prepare reports, summaries, and/or replies to inquiries, and develops and maintains spreadsheets and other data tools to support reporting, workflow coordination, and special project needs.

• Manages and maintains accurate departmental databases and records, including but not limited to course schedules, syllabi, faculty office hours, and related academic documentation, ensuring accuracy, organization, confidentiality, and data integrity, regularly applying discretion and established protocols to maintain confidentiality in a variety of operational contexts.

• Coordinates the development and maintenance of course schedules by compiling, reviewing and reconciling academic scheduling information, inputting and verifying course and classroom details, and resolving discrepancies and making corrections prior to final submission.

• Prepares and submits routine and moderately complex faculty load sheets for approval in accordance with academic scheduling information, including course assignments, meetings times, room locations, and instructional components such as lab, clinical, and team-taught courses as applicable.

• Develops supporting spreadsheets and documentation to calculate and verify load sheets for assigned programs, including lecture, lab, clinical, team-taught, and overload components, ensuring accuracy prior to submission.

• Reviews absence requests submitted by faculty and creates absence-substitution forms as needed for approval; may audit and verify timesheet entries and absence requests in Workday for other staff prior to supervisor approval. 

• Supports hiring processes by performing various tasks including but not limited to initiating job requisitions, retrieving and compiling candidate documentation, and providing documentation to new hires to include policies and procedures and pay schedules. 

• Organizes and facilitates meetings and special events by coordinating logistics such as space scheduling, venue selection, facility arrangements, staffing, and agenda development; supports the event by tracking attendance, distributing materials, taking minutes, hospitality services, and clean up.

• Maintains and coordinates one or more schedules by prioritizing appointments, resolving scheduling conflicts, coordinating activities among multiple stakeholders, and arranging travel logistics when appropriate, including submitting travel requisitions.

• Assists with fiscal and budget-related activities by preparing, processing, reconciling and maintaining documentation for transactions including requisitions, purchase orders, invoices, spend authorizations, expense reports, receipts, and budget amendments, ensuring compliance with established procedures.

• Monitors, tracks, and reconciles expenditures by preparing and reviewing budget reports, identifying variances, and supporting decision making, budget planning and monitoring through preparation of financial information and expenditure reports.

• Supports procurement activities for supplies, equipment, and services by submitting purchasing transactions, maintaining related documentation, and monitoring orders through completion.

• Facilitates the textbook adoption process by compiling information received from faculty, drafting required documentation, and submitting textbook selections in accordance with established procedures.

• Keeps a record of operating procedures and may share position specific knowledge, including use of collegewide ERP and related system processes, by providing guidance on standard operations and established departmental procedures as needed.

• Communicates, collaborates and maintains relationships with internal and external community constituents.

• May assist in maintaining the department’s web and social media presence by coordinating content updates and submitting requests to Marketing and Communications for publication.

• May provide direction and guidance to other workers to support the completion of work and may be the supervisor of record for full-time employees.

• Provides service to the college through participation in events, committees, and other college activities.

• Complies 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.

• Strictly honors the privacy, security, and confidentiality of records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures.

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

• Performs other duties as assigned. 

QUALIFICATIONS

Required: An associate degree with two (2) years of experience or a combination of completed education and/or experience equal to four (4) years.
Additional Requirements: A criminal background check will be conducted.

General Knowledge, Skills, and Abilities

• Ability to work successfully in a multi-cultural environment.

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

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

• Critical Thinking & Judgement - able to make well-reasoned, sensible, and timely decisions based on careful, objective review and informed analysis of available information, considerations, and other factors.

• Customer Service – ability to respond promptly and courteously to all questions from students and faculty, demonstrating patience and persistence when helping students with little or no computer skills.

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

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

• Problem Solving – proven skills in identifying issues, determining their cause, developing creative solutions, and following through with implementing resolutions.

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

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

• Results Orientation – proven ability to set and exceed established targets.

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

• Detail Oriented - Proven accuracy and attention to detail.

• 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.

Application Process:  All applicants must submit a completed online SF application, a letter of intent, an up-to-date resume/curriculum vitae, and unofficial 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. 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.