Description

This position is to provide a wide range of administrative and professional support for the Dean and all units within
Student Affairs.

Examples of Duties

The Executive Assistant assists and advises in the development, evaluation,
and implementation of goals and objectives within the office of Student Affairs
in order to fully support and enhance the student experience.
Coordinates and manages the administrative functions of the Dean’s office.
Schedules appointments and meetings, maintains the Dean’s calendar, and
coordinates travel arrangements
Assists the Dean in daily activities and serves as a liaison to the President,
VP for Finance and Administration, Provost, Deans, Division Chairs program
directors, local and regional organizations, the Board of Governors, and the
Board of Trustees.
Tracks requests, prioritizes work, works with the Dean to monitor the work
plans and work products of all units within Student Affairs.
Responsible for planning, monitoring, and controlling budget expenditures for
the Dean’s Office, including budget reconciliation, purchasing, expense
reports, and travel reimbursement.
Serves as first responder to student/parent student life issues.
Conducts research, compiles special reports, and completes special projects
for the Dean.
Responsible for interpreting internal policies and procedures. Makes
recommendations for changes to existing policies and procedures as
appropriate.
Coordinates responses to inquiries, correspondence, complaints, and
requests received by the Dean’s Office.
Coordinates staff meetings and events, including the Student Affairs
Leadership Team, assist with divisional programs, events, and student life
experiences. Supports scheduling efforts within Student Affairs.
Regularly updates the Student Affairs webpage, divisional communications,
and other forms of stakeholder communications.
Shares responsibility with other key staff members for developing and
directing procedures that ensure the accountability of divisional administrative
efforts.
Coordinates Student Affairs’ responses to Board of Governors’ requests.
Ensure the timely completion and submission of reports to the Board of
Trustees, Florida Board of Education, Legislature, and other requesting
agencies and organizations.
Supervision of OPS support staff in the Dean’s office.
Responsible for maintaining confidential data.
Budget – Monitors organizational codes and funding sources monthly to
ensure payment accuracy and to ensure budgets for each category are
maintained and/or deficits reported and corrected. This position will prepare
financial reports, and develop/maintain summarized expenditure data. Assist
in developing the annual operating budget.
Finance & Administration - Reconciles internal financial records with monthly
Banner reports; reviews departmental ledgers and prepares summary reports.
Ensures timely and accurate reporting of financial information to the
Directors.
Analyzes current fiscal year spending; and prepares year-end closing data.
Human Resource Policies and Procedures - Liaison for Human Resources to
resolve problems or questions associated with appointments and payroll
matters. This position is privy to confidential information and responsible for
ensuring the privacy and confidentiality of those files and/or verbal/printed
information in their possession and control consistent with Federal and State
laws, and College policy.
Information Technology: Complete IT forms to onboarding and terminate
employees. Provide contact information to employees for questions/concerns
regarding the department.
Procurement: Manages purchasing functions
Stay informed on all new/current vendors; requesting W-9 and Certificate of
Liability Insurance.

Minimum Qualifications

Preference will be given to those with a bachelor’s degree in an appropriate area of
specialization and five years of appropriate experience. Additional college coursework
may substitute at an equivalent rate for the required experience. Must be available and
willing to work in excess of 40 hours per week during peak periods and/or at the request
of the Dean.

Preferred Qualifications

Experience in higher education as well as budget projections and administration.

New College of Florida, an Equal Opportunity Employer, complies with all federal, state, and Florida Board of Governors regulations. In accordance with state law, all employees are subject to a background check at the time of hiring.