Institutional Effectiveness and Research Program Assistant

Compensation

$37,454.00 Annual

Job Description Summary

The application deadline for this position is 11 : 59pm EST on October 15, 2025.

The Institutional Effectiveness and Research Program Assistant supports the day-to-day operations of the Institutional Effectiveness and Strategic Planning (IESP) department, which includes providing direct administrative and logistical support to both IESP and Institutional Research (IR). This position focuses on office support, scheduling, and record-keeping functions with responsibilities in data entry and document preparation for reporting; maintaining records, files, and databases; preparing correspondence, presentations, and / or reports from existing information; coordinating and facilitating meetings and events; assisting with bookkeeping and timekeeping; managing calendars; maintaining general office maintenance and delivering customer service. Additionally, this position may supervise the work of other support staff and is accountable for assigned administrative responsibilities.

Job Description

Responsibilities and Duties Include :

Provides support activities for the department such as greeting visitors, answering telephones, assisting in the coordination of special events, scheduling appointments or assisting students, college employees and the public by responding to concerns / inquiries to resolve issues based on established college policies and make appropriate referrals as necessary.

Performs front desk tasks as appropriate, assisting staff, faculty, students and / or the public in person or via phone with issues and / or departmental requests.

Facilitates, monitors and / or oversees department purchasing, inventory, and requisitioning of supplies and equipment.

Performs basic, routine bookkeeping functions relative to cost centers, programs, and budgets including tracking purchases and expenditures, participating in seeking alternate sources of funding, and assisting in the budget development process.

Manages payroll functions for staff including the processing and auditing of payroll records for staff, faculty and / or work study students.

Provides calendar and scheduling support for one or more individuals and coordinates travel arrangements when appropriate.

Maintains files, databases, and other records, both physical and digital.

Drafts, edits, and revises letters, reports, presentations, and other materials.

Prepares special reports, summaries or replies to inquiries by compiling data and statistics from various departmental resources.

Organizes and facilitates meetings and special events which includes scheduling and coordinating dates and times, venues, attendance, agendas, and facility arrangements; provides on-site support and records accurate minutes of meetings and events.

Assists in the planning, coordination, and hosting of visitors and / or special events, which may include logistics, contracts, hospitality, staffing and vendor communications.

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

Assists in scheduling of building and equipment maintenance to ensure smooth daily operations.

Maintains current written procedures for Institutional Effectiveness and Strategic Planning, and Institutional Research.

Manages and updates program websites and publications with the most current, accurate and timely information, which may include social media and other web presence.

Supervises, oversees, and trains the activities of student employees and volunteers.

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 employee and student 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.

Reports to : Associate Vice President, Institutional Effectiveness and Strategic Planning

QUALIFICATIONS

Required : An associate degree with two (2) years of related work experience or a combination of education and experience equal to four (4) years. Must be able to demonstrate proficiency in Microsoft 365 software suite (Excel, Word, PowerPoint, Outlook, and Teams).

Additional Requirements : Must be able to lift / carry up to 20 pounds. A criminal background check will be conducted.

Preferred : Prior experience with the HRIS system, Workday.

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, 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 : equity.officer@sfcollege.edu

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.