Administrative specialist

Job Description Summary

Under general supervision the purpose of the job is to perform and / or oversee a variety of associated administrative tasks, provide staff support, perform specialized recordkeeping and data management, coordinates the employee onboarding experience and / or specified information-gathering projects and tasks.

Communicates with employees, departments, administrators and the public for the purpose of providing information and assistance.

Excellent public contact skills and experience required.

This position allows eligible veterans and their spouses to claim Veterans' Preference pursuant to Florida Statute 295. Certain service members may be eligible to receive waivers for postsecondary educational requirements, in the employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.

Applicants claiming preference are responsible for providing required documentation at the time of submitting application.

For information on obtaining a DD 214 visit http : / / www.archives.gov / veterans / military-service-records / or call 1-866-272-6272.

Minimum Education :

High School Diploma. Associate's Degree preferred.

Minimum Experience / Training :

• Three to five years of administrative support, office, or related experience required.
• Experience using Workday and Microsoft 365 preferred.
• An equivalent combination of experience and education may be considered.

Essential Functions :

• Daily - 30% : Performs and administers wide range of staff and / or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
• Daily - 10-20% : Places facilities requests, assists with budgets and fiscal administration of the unit, procurement, purchasing, transaction verifications, gathering and computing data, maintaining financial records, files and office supply inventories.
• Daily - 5% : Provides administrative support for the unit such as answering telephones, assisting visitors, and resolving and / or referring a wide range of administrative problems and inquiries.
• Daily - 5% : Operates personal computer to compose and edit correspondence and / or memoranda from verbal direction, or from knowledge of established department / division policies;

may prepare, transcribe, compose, type, edit, and distribute agendas and / or minutes of meetings.

• As Needed - 10-20% : Schedules and coordinates meetings, events, interviews, appointments, and / or other similar activities for supervisor.
• Daily - 5-10% : Prepares or assists with the preparation of scheduled and / or ad hoc statistical and narrative reports;

performs general information gathering and analysis and / or forecasting, as specifically directed, and in accordance with pre-established procedures.

• As Needed - 10-15% : Assists department / division administrator(s) in problem solving, project planning, and development and execution of stated goals and objectives.
• Daily - 5% : Establishes, maintains, and updates files, databases, records, and / or other documents in a manner that ensure preservation of the integrity, validity and accuracy of unit data.
• Daily - 5% : Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of written inquiries.
• Other- 3% : May train and coordinate work of student employees and / or temporary staff or part-time staff.
• Other - 2% : Performs other related duties as required.

Knowledge, Skills, & Abilities :

• Requires full working knowledge of general office practices and procedures.
• Ability to recognize needs of unit and own responsibility
• Proficient in office software skills (e.g. Microsoft Office 365 program, spreadsheets, and analyzing data). Easily navigates Internet
• Strong interpersonal and communication skills in order to represent the work area
• Command of a foreign language and experiences of working in multi-cultural environment preferred

Competencies : Respect for Others

Respect for Others

Demonstrates respect for team members and constituents by valuing their contributions toward the goals of the work unit and the College.

Maintains professionalism and contributes to a cohesive work environment

Teamwork

Cooperates and collaborates with individuals & groups that support the mission and values of the College

Works effectively with all individuals and contributes to a positive environment by working with a diverse population of students, faculty, staff and external constituents.

Contributes to an inclusive, respectful, and empowering working environment that welcomes varying perspectives

Flexibility & Adaptability

Adapts approaches as situations in the work environment changes. Supports change based on the environmental needs, emerging technologies, and system upgrades

Technical Expertise

Effectively applies concepts, theories, methods, tools, techniques, and expertise in administrative and clerical support

Continuous Improvement & Learning

Actively develops one's own skills and explores opportunities for personal learning and continuous development within the job's functionality and in support of the goals and mission of the department, division and College

Position Time Type

Part time

Position Number

P0083994

Department

Records Management

Salary Range

$14.29 - $16.41 per hour

Posting End Date

Work Schedule

Varies

Comments

To be considered for this position, a completed online employment application along with a resume is required.

Designated Essential Personnel

Special Instructions to Applicant :

For positions requiring a degree, official transcripts are required upon hire. An unofficial copy of the degree / transcript is acceptable during the application process and must be attached to the online application.

Foreign Transcript : Transcripts issued outside of the United States require an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA.

This report must be attached with the application and submitted by the application deadline. All required documentation must be received on or before the job posting end date.

Please note that multiple documents can be uploaded in the Resume / CV / Transcript / License / Certification section of the application

Please refer to the link with the instructions on how to submit an application with multiple documents. https : / / www.

broward.edu / jobs / docs / tutorial external applicant broward college.pdf.

Employment is contingent upon the successful completion of the required background screening process.

Broward College uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 Form and provide documentation of your identity for employment purposes

Diversity and Inclusion are a priority at Broward College

Broward College is an equal opportunity employer and strongly encourages applications from eligible veterans and spouses of veterans, underrepresented groups, including minorities, women, and persons with disabilities.

The College does not discriminate on the basis of age, color, disability, gender identity, genetic information, national origin, race, religion, sexual orientation or any other legally protected classification.

For inquiries regarding Title IX and the college's non-discrimination policies, contact the Vice President, Talent and Culture at 954-201-7449, Broward College, 6400 NW 6th Way, Fort Lauderdale, FL 33309.

Applicants needing a reasonable accommodation with the application process, please contact the Talent and Culture Department at nanders1@broward.edu

Disclaimer

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted of describe all the specific duties and responsibilities that may be required in any particular position.

Directly related education / experience beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority.

Broward College reserves the right to revise or change job duties, job hours, and responsibilities.

Last updated : 2024-09-24

Salary : $14 - $16