Salary: $49,066.00 – $53,972.00 Annually
Location : 5901 College Road Key West, FL
Job Type: Full Time
Job Number: 00985
Division: Academic Affairs
Department: Office of Academic Affairs
Opening Date: 09/20/2023
Description
The Assistant Director, Academic Affairs performs advanced clerical support and administrative work directing the management of the Division of Academic Affairs. This position directly supports the Director of Academic Affairs and indirectly supports the respective Deans, instructional staff, administrators, staff, students, and the community to assure effective operation of the division. Work is performed under the general administrative supervision of the Director, Academic Affairs.
Examples of Duties
1. Secures details of specialized information, coordinating office work and providing information regarding the services and operations of the Academic Affairs Division.
2. Maintains institutional documents; including but not limited to, accreditation agency correspondence, Curriculum Committee documents related to program and courses, and state reports.
3. Coordinates textbook orders; arranges for desk copies all full-time and adjunct faculty.
4. Makes arrangements for meetings, including space, time, and place. Informs participants of topics to be discussed; prepares and distributes agendas.
5. Assists with monitoring the Academic Affairs S&PD, VP Academic Affairs Activity, and the VP Academic Affairs Office’s budgets. Completes purchase requisitions, tracks billing, books travel, and reconciles vendor accounts.
6. Prepares workload documents for payment of full-time, part-time, and adjunct faculty and contracted professionals. Submits payroll timesheets as scheduled.
7. Facilitates the coordination of Academic Affairs materials for inclusion in the monthly District Board of Trustees meeting manual.
8. Coordinates and arranges travel for all academic areas.
9. Produces and distributes various course schedules and instructional reports for management, faculty, and staff.
10. Verifies course information on Independent Study requests, forwarding to the appropriate department and following-up for instructor payment.
11. Participates in the Division of Academic Affairs’ efforts, activities and responsibilities with regards to accreditation and reaffirmation.
12. Makes arrangements for conferences. Informs participants of discussion topics and provides background information. Serves as recording secretary at conferences or meetings.
13. Initially meets with the public, faculty, and students, handling all incoming calls and correspondence, researching background information and advising the Vice President, Academic Affairs.
14. Maintains files for Independent Study, student complaints, and faculty memos. Maintains pending file of follow-up correspondence.
15. Coordinates the preparation, review, and submission of load letters to all full-time faculty.
16. Coordinates the preparation, review, and submission of adjunct contracts.
17. Serves as the chairperson of the College’s Graduation Committee, which is responsible for developing and coordinating all commencement ceremonies.
18. Assists in all College recruitment and retention efforts, as appropriate.
19. Required to attend Graduation/Commencement ceremonies.
20. Additional duties as assigned.
(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.)
Qualifications
Knowledge, Skills and Abilities:
- 1Knowledge of business English, spelling and grammar, in order to prepare documents and compose letters.
- Knowledge of office practices and procedures.
- Knowledge of College policies, procedures, and practices.
- Knowledge of standards of confidentiality.
- Ability to use sound judgment and make decisions when applying college policy and procedures.
- Ability to perform a variety of tasks simultaneously, under time constraints and in stressful situations.
- Ability to be detail-oriented and organized.
- Ability to operate a computer, including office software packages, such as Word, Excel, Access, etc.
- Ability to establish and maintain effective working relationships with faculty, staff, students and the public.
- Ability to perform basic math calculations.
- 1Ability to communicate both verbally and in writing.
- Ability to perform duties with minimal supervision.
Education and Qualifications:
- Graduation from an accredited College or University with a bachelor’s degree in a related field.
- Three (3) years progressively responsible experience in advanced administrative support work.
(A comparable amount of training, education or experience may be substituted for the above minimum qualifications.)
Licenses, Certifications, or Registrations:
- None required.
Physical Skills:
- None required.
Environmental Conditions:
- Works inside an office environment.
(Reasonable accommodations will be made for qualified individuals with a disability.)
Supplemental Information
SALARY: $49,066 – $53,972 annually
Please Contact the Office of Talent Acquisition, Development, and Accountability at or (305) 809-3118 if you need assistance.
Employment Consideration Requirement: Completed CFK application, cover letter, resume, and post-secondary transcripts as applicable (unofficial and/or copies are acceptable, but must provide official transcripts within 30 days of employment).
Please Note: Transcripts from non-U.S. colleges and universities will require a U.S. academic equivalency evaluation from a credential evaluation service recognized by the U.S. Department of Education. Please visit the for more information.
E-Verify Notice of Participation: This employer participates in E-Verify. If you accept an offer of employment, this employer will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For more information, please visit
Notice of Non-Discrimination: The College of the Florida Keys does not discriminate on the basis of race, color, national origin, ethnicity, age, sex (including sexual orientation and gender identity), marital status, military status, protected veteran status, genetic information, religion, pregnancy, or disability in its programs, activities, or employment practices. The following persons have been designated to handle inquiries and grievances regarding the non-discrimination policies:
- Equity Officer: Dr. Jenee Marquis Mendez, Manager, Office of Talent Acquisition, Development and Accountability, (305) 809-3118 or jenee.mendez@cfk.edu
- Title IX Coordinator: Jessica Losardo, Director, Advancement, (305) 809-3198 or jessica.losardo@cfk.edu
- Disability Services: Nicole Gerrard, Associate Dean, Student Success Services, (305) 809-3262 or nicole.gerrard@cfk.edu
Mailing Address: The College of the Florida Keys, 5901 College Road, Key West, FL 33040
State Complaint Process: Federal regulations and State laws require that public colleges in The Florida College System have processes for students, employees, and applicants to file complaints against any respective college. In almost every situation, the college’s process for resolving complaints must be followed first. Before contacting the State Division of Florida Colleges, please read CFK’s policies and procedures for filing complaints. For more information on filing a complaint with the State Division of Florida Colleges, please visit
MEDICAL – The College offers full-time employees a choice of Medical Insurance plans and pays the full cost of employee premiums. Dependent coverage is available at a group rate through payroll deduction. Available plans include a traditional PPO and a High-Deductible PPO attached to a Health Savings Account.
DENTAL AND VISION – Voluntary dental and vision insurance is offered through payroll deduction.
LIFE INSURANCE – The College provides each employee with term life insurance payable to a beneficiary at the rate of one times (1x) the employee’s annual salary rounded up to the next thousand up to a maximum of $50,000. Accidental Death and Dismemberment is provided at one times (1x) the employee’s annual salary rounded up to the next thousand up to a maximum of $50,000.
SUPPLEMENTAL LIFE AND AD&D INSURANCE – Additional life and AD&D insurance are available for purchase through payroll deduction.
SUPPLEMENTAL HEALTH INSURANCE AND SHORT TERM DISABILITY INSURANCE FROM AFLAC – Supplemental Health Insurance including Hospital Income Protection, Accident and Disability Income, Cancer, Critical Illness plans and Short Term Disability insurance are available through payroll deduction.
TAX SHELTERED SAVINGS PROGRAMS (403 B) – Tax sheltered annuity and custodial account programs are available with various companies through payroll deduction.
FLORIDA RETIREMENT SYSTEM – Full-time and regular part-time employees participate in the Florida Retirement System (FRS). The College contributes the current retirement percentage of the individual’s salary, and the employee would contribute the current retirement percentage based on their salary. Employees may choose the Pension Plan or the Investment Plan.
PAID TUITION – Tuition fees for credit courses taken at the College are waived for employees and their eligible dependents, including domestic partners. Tuition and student fees are waived for non-credit physical education courses. Contingent upon approval, $1,000 reimbursement is available each fiscal year through Staff & Program Development (S&PD), for completion of course work toward a degree which results in demonstrated benefit to the College.
The Employee Assistance Program is available to all employees and their eligible dependents, including domestic partners. This is a free and confidential program available from New Directions. Counseling for a variety of concerns, including counseling, legal advice, financial planning, and professional and personal development