St. Petersburg College

POSITION DESCRIPTION

POSITION TITLE: Staff Assistant to Board of Trustees / Graduation Coordinator

DEPARTMENT: Administration                                                      SITE: DO

SALARY SCHEDULE: Career Service                                       GRADE:6 (Exempt)

BASIC FUNCTION:

Performs highly responsible administrative duties and activities on behalf of the St Petersburg College Board of Trustees, with all such duties and activities coordinated directly through and under the direction of the President of St Petersburg College.  Is responsible for aspects of the college graduation ceremony as detailed in this position description.

RESPONSIBILITIES:

  • Reports directly to the Assistant to the President and works on behalf of the Board of Trustees (BOT) through the President.
  • Relieves and assists Board members by performing administrative details.
  • Maintains Board files, records, statistics, agendas and follow-up systems.
  • Performs research/projects and prepares reports, for the BOT as assigned.
  • Assists in the preparation of agendas and maintains minutes for the BOT.
  • Prepares correspondence, reports, letters, tests, documents and related materials for the BOT and other department personnel.
  • Opens, reviews and processes incoming mail for the BOT.
  • Schedules and participates in meetings, conferences and related activities.
  • Serves as liaison between the Board and other college departments and units.
  • Processes and answers inquiries regarding department operations or functions.
  • Prepares reports, statistics and other information as directed by the Board using the necessary computer programs to effectively present information. Operates a computer, calculator, data entry machines and other office equipment.
  • The position may require the taking and transcribing of correspondence and notes utilizing shorthand or a similar method of transcription.
  • Plans and executes college-wide graduation ceremonies, under the direction of the college president.
  • Coordinates graduation speakers and platform guests, including advance planning and day-of logistics. 
  • Updates college president commencement remarks as needed.
  • Coordinates the graduation planning committees and graduation working groups and oversee actions and responsibilities of members.
  • Corresponds with graduating students, Central Records, faculty and staff regarding graduation information.
  • Advises senior management on matters requiring their attention and implements their decisions.
  • Determines the number of diplomas to be ordered and makes the arrangements so that the diplomas are ready on graduation day.
  • Reviews and develops administrative systems and procedures.
  • Researches, reviews, visits and books the graduation ceremony venues.
  • Negotiates and pays for the type and costs of services to be provided within a budget.
  • Coordinates and meets with graduation volunteers to have a post-graduation critique.
  • Assists in the president’s office as needed.
  • Performs related duties as required.

 

 

EDUCATIONAL REQUIREMENTS:

Associate’s degree or two (2) years of college with courses in secretarial science, business administration, office services or related field.

EXPERIENCE REQUIREMENTS:

Four (4) years experience in administrative, staff assistant or secretarial work.

KNOWLEDGE/ABILITIES/SKILL REQUIREMENTS:

Knowledge of the operations of the administrative unit to which assigned. Knowledge of the rules and procedures of the unit to which assigned. Knowledge of sentence structure. Knowledge of word usage. Skill in reading comprehension. Skill in proofreading. Knowledge of basic mathematics. Ability to maintain good relationships with the public, students, faculty and staff. Ability to type at a prescribed rate of speed. Ability to take and transcribe dictation if the particular position requires this skill. Ability to operate a computer. Communications skills. Office management skills.

Revised: 7/2009