Administrative Assistant, Campus Provost Position Available In Pasco, Florida

Administrative Assistant, Campus Provost 
Salary $37,707.00 Annually Location Porter Campus (Wesley Chapel, FL) Job Type Full-Time Job Number 202400253 Department Academic Administration Opening Date 04/11/2025 Closing Date 4/25/2025 11:59 PM Eastern FLSA Non-Exempt Bargaining Unit

N/A DESCRIPTION

BENEFITS
Description

JOB GOAL

Serves as administrative assistant to the assigned supervisor: Assistant Vice President of Academic Affairs, Associate Vice President of Academic Affairs, Marketing and Communications, Academic Dean or Provost and provides support services to the Division faculty. Job description pending final PALT approval.

MINIMUM REQUIREMENTS

These requirements are a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as an exhaustive list of specific duties and responsibilities. Management may direct employees to perform job-related tasks other than those specifically presented in this description.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Provides clerical assistance to the assigned supervisor, including coordination of the supervisor’s calendar, appointments and travel, and advises the assigned supervisor of important meetings and deadlines.
Reads and screens correspondence and office memoranda, prepares forms independently, and composes letters for signature.
Creates and maintains files for letters and related material in a secure and acceptable manner; assembles information for the assigned supervisor.
Uses effective customer service skills to treat all college employees, community contacts, and students in a courteous, helpful, and respectful manner.
Receives and screens visitors and telephone calls, gives information on the operation of the office to persons seeking information, and refers visitors and telephone inquiries to the proper person(s).
Maintains budgets for all administrative and instructional accounts.
Enters budget amendments and requisitions, processes purchase orders and receiving reports, and performs follow-up on purchase orders.
Prepares the assigned supervisor travel and expense reports, leave requests, reimbursement requests and other related forms.
Orders office and classroom supplies.
Verifies contract information in Banner, notifies the assigned supervisor for approval, and prepares payroll certifications for WC Division and online personnel.
Maintains relationships with potential adjunct faculty and assembles copies of files for department chairs/program coordinators.
Submits required forms to Human Resources for newly hired full- and part-time personnel.
Maintains record of faculty and staff schedules.
Coordinates meetings and other functions for the assigned supervisor.
Enters course information for schedules including online; and, with input from department chairs or program coordinators, and other appropriate College personnel, reconciles the proposed schedule with the online schedule drafts.
Orders textbooks for faculty and maintains a library of textbooks for all courses in Division.
Maintains schedule of classroom use and coordinates room requests.
Assists faculty with preparing course materials.
Provides for security of tests and course materials.
Processes and maintains credit-by-exam files for the Division.
Processes and maintains course records for the Division including course revisions and textbook changes.
Assists adjunct faculty with training for grade entry, email, and voice mail.
Coordinates use, maintenance, and repair of Division equipment and materials.
Monitors the Division’s online course enrollment and notifies department chairs, program directors or program coordinators and appropriate College personnel of need for additional sections.
Monitors content of Division Web pages and recommends revisions as appropriate.
Takes, transcribes, and distributes minutes of conferences, meetings, and other official functions, as assigned.
Supervises student assistants or office staff, as assigned.
Performs other duties as assigned. Administrative Assistant, Campus Provost Assists Faculty Support Assistant(s) with cancelling classes, posting signage, and contacting Student Affairs and the Information Center. Submits information for posting and monitors information on the College’s Intranet, Internet, visual display and marquee. Assists in securing signatures for contracts each term and provides follow up to the appropriate department. Assists with the coordination of Evening Administrator assignments for the campus.
Serves on the Commencement Committee and works at commencement, as assigned.

EDUCATION REQUIREMENTS / QUALIFICATIONS

Standard High School diploma or

GED KNOWLEDGE, SKILLS, & ABILITIES

Experience in taking conference and seminar minutes, editing written materials, spelling, grammar, and punctuation
Excellent communications skills and organizational skills; along with advanced word processing, spreadsheet and data entry skills Demonstrated Proficient use of Academic technology

CERTIFICATIONS

None

SUPERVISORY RESPONSIBILITIES

None

PREFERRED QUALIFICATIONS

Associate degree, or combination of relevant experience, education and training that equates to the degree. Supplemental Information All required application material must be uploaded via the online application system.

The application materials required are:

1. Cover letter 2. Current resume 3. Proof of eligibility, if claiming a right of Veteran’s Preference (DD-214 and/or any additional supporting documentation, as required) • No other submitted materials will qualify you to be considered for this position. The application review process may be initiated with unofficial graduate transcripts; however, official transcripts must be received during the initial term of hire. Applications with incomplete or incorrect documents will not be considered. Employer
Pasco-Hernando State College