Senior Executive Assistant, Provost and Vice President for Academic Affairs

Job Overview The Senior Executive Assistant provides complex and executive level administrative, technical, and managerial support requiring the use of judgment, initiative, and independent action. This role supports the Provost in Academic Affairs, providing administrative and budgetary assistance and direct support for transfers between cost centers throughout Academic Affairs. The position requires confidentiality and the highest level of professionalism to solve matters and respond positively with clarity and authority. It also collaborates across the college to support the Provost’s initiatives and may supervise other staff. Responsibilities and Duties Accepts, screens, monitors, responds to and routes all forms of communication concerning activities and operations of the office and directs inquiries as appropriate. Manages and maintains calendars as assigned. Arranges and confirms travel accommodations, submits travel requests, and prepares travel vouchers and reimbursements as assigned. Performs general office management including data entry, filing coordination, routing documents, drafting, editing, and revising letters, reports, and other materials while maintaining confidentiality of sensitive information. Leads and contributes to special projects as assigned by the Provost, conducting research, coordination, and reporting to ensure timely progress and communication across departments. Monitors department budgets and inventory; submits requisitions; reviews and submits department payroll and processes leave requests; assists with the department’s budget development process. Serves as a subject matter resource and expert in budget forecasting, expenditure tracking, report preparation, and ensuring compliance with SF financial policies. Conducts background research, data analysis, and benchmarking to inform executive‑level decisions in the area of specialization. Arranges meetings and conferences including scheduling, preparing minutes, documentation, agenda preparation, distribution of documentation, public noticing and arranging refreshments. Assists in planning college and departmental special events. Liaises with college employees, students, visitors, and external stakeholders, making appropriate referrals with independent discretion and judgement. Develops and implements policies and procedures to improve departmental and divisional effectiveness under guidance of the Provost. May support compliance and accreditation activities by gathering, organizing and submitting required documentation related to the Provost’s area(s). Supports the onboarding of new department staff. May supervise other staff including full‑time employees, work‑study and temporary staff. Works independently and without supervision. Provides service to the college through participation in events, committees, and other activities. Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees. Strictly honors privacy, security, and confidentiality of student records and other sensitive information according to state, federal and college regulations, policies, and procedures. Provides service excellence through courteous, informed, accessible, and professional engagement. Performs other duties as assigned. Qualifications Associate degree with six (6) years of clerical or administrative experience, or a combination of completed education and related work experience equal to eight (8) years. Working knowledge and experience using Microsoft Office and Outlook. Criminal background check will be conducted. Preferred Experience supporting an executive leader and in an educational environment. General Knowledge, Skills, and Abilities Ability to work successfully in a multicultural environment. Adaptability to change and flexibility. Analytical aptitude and problem solving: analyze information, collect and interpret data, reason logically, establish facts, identify issues, develop recommendations, evaluate alternatives, and follow up. Communication: effectively communicate professionally, diplomatically, empathetically, and tactfully. Critical thinking and judgement: make well‑reasoned, sensible, and timely decisions based on objective review. Customer service: respond promptly and courteously to all questions from students and faculty. Ethics: demonstrate integrity, professionalism, civility, and a high degree of ethics. Leadership: hands‑on leader with experience in selecting, training, developing, coaching, mentoring, and retaining a workforce. Organization and time management: plan, schedule, and organize tasks to achieve goals within established time frames. Problem solving: identify issues, determine causes, develop creative solutions, and implement resolutions. Team orientation and interpersonal: collaborate with all levels within and external to the organization. Relationship management: provide high level interactive service and build relationships. Results orientation: set and exceed established targets. Systems and software: proficient in Microsoft Office and relevant position software programs. Detail oriented: accuracy and attention to detail. Multi‑task: organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously. Equal Employment Opportunity Statement 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 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. For inquiries regarding non‑discrimination policies or concerns about discrimination or harassment, please direct them to View email address on click.appcast.io. Preference will be given to eligible veterans and spouses of veterans. #J-18808-Ljbffr