Coordinator, Legal and Administrative Services

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Job Description:

The Coordinator, Legal and Administrative Services, is responsible for compiling, organizing, verifying, preparing, and managing contract processes relating to the operation of the College.  The Coordinator prepares legal documents and performs a wide variety of complex administrative functions and secretarial duties under the direction of the College-designated attorney and/or the Vice President, Business Affairs.  Requires discretion concerning highly confidential matters. Reports to the Vice President, Business Affairs.

Duties and Responsibilities:

• Coordinates with the College’s General Counsel to assist in drafting contracts and legal correspondence.  Uses knowledge of legal requirements for contract documents to understand and prepare documents in proper format. 

• Meets with College designated attorney to prepare college contracts and agreements for approval and execution by the College’s President and/or District Board of Trustees.  Uses knowledge of legal documents to understand and prepare documents in proper format.

• Compiles and organizes information pertinent to the attorney’s requests from such sources as Florida Statutes, State Board of Education Rules, College policies, or federal regulations. 

• Assists the attorney with scheduling contract reviews and staff consultations with the attorney in a timely fashion so that contracts needed to support operations are able to be achieved in a timely manner.

• Works as a liaison between the Florida College System Risk Management Consortium (FCSRMC) to assist with managing insurance matters for the College.

• Assists with the development of College Policies and Procedures.

• Maintains a well-organized filing system and electronic database of all College contracts to store and retrieve all documents as needed.

• Maintains an index of all College contracts with information about each, including, but not limited to, insurance requirements, renewal dates, termination dates, verification of available funding, Board of Trustees’ approvals, and signatures.  Position will be working to establish contract workflows with the College’s ERP system to better integrate contracts into the overall College business processes.

• Responsible for notifying the appropriate departments for all contracts to give advance notice of all upcoming expiration dates, renewal dates, or automatic renewal dates sufficient to allow the departments to cancel or renew the contract in a timely manner.

• Performs research on legal or contractual matters as requested by the General Counsel, using sources such as the internet, Florida Statutes, State Board of Education Rules, College policies, or federal regulations. 

• Works directly with Cashier’s office to ensure customer contracts are entered into Workday for timely invoicing of customers.

• Requests and monitors compliance with requirements in College contracts of audit reports and insurance certificates. 

• Maintains records of land acquisitions by the college; prepares necessary documents and payments for surveys, appraisals, and closings. 

• Utilizes various computer software (Word, Excel, PowerPoint, Outlook, and Adobe) to maintain tracking of contract terms, cost impacts, and renewal dates.

• Assists attorney and VP, Business Affairs with contractual Board agenda item preparation.  Responsible to prepare monthly the regular contract itemization for Board review.

• Responsible for knowing and conforming to all safety practices and regulations that apply to this specific area and position.  Unsafe conditions should be reported to the immediate supervisor and to the college Police Department/Public Safety.

• Responsible for maintaining confidentiality as it relates to salaries, financial information, budget, insurance, FCSRMC, security, faculty, staff and student issues.

• Provides a wide latitude of administrative and secretarial assistance.

• Performs other duties as assigned.

Essential Functions:

• Knowledge of general legal terminology and procedural processes.

• Ability to create and edit written correspondence.

• Excellent oral and written communication skills.

• Excellent customer service skills.

• Ability to use office computer and specialized software. 

• Ability to work as a member of a team and with minimal supervision.

• Ability to maintain confidentiality of information.

• Ability to provide complex office administrative support in the areas of procurement, budgeting, report preparation, and staff communication.

• In district and overnight travel may be required. 

Minimum Qualifications:   Graduation from an accredited institution with an associate’s degree or appropriate work experience on a year-to-year basis may be substituted for the College degree requirement and two years of experience in a business/educational setting working with contracts; OR Graduation from high school or GED equivalency and four years of experience in a business/educational setting working with contracts. Related college coursework may be used on a year-to-year basis for required experience. Appropriate work experience on a year-to-year basis may be substituted for the college degree requirement. Successful results of a criminal background check.

Pursuant to College policy, it is an employment eligibility requirement for an applicant to meet the requirements of § 435.04(2), Florida Statutes, related to background investigations.  Any person failing to meet the requirements of the statute will be deemed not qualified to hold employment in this position.  A Florida Department of Law Enforcement (FDLE) approved background check will be conducted on every successful candidate as a condition of employment, and any person who fails to disclose any adverse information contained in the background investigation at the time of submitting the employment application will be disqualified from employment.

Preferred Qualifications: Prefer experience managing contracts, experience and understanding of discretion while managing confidential matters; proficient in Microsoft Office and Adobe Pro; knowledge of legal terminology; demonstrated organizational skills; exceptional oral and written communication skills; and the ability to provide excellent customer service to internal and external clients. 

Salary Range:  $44,000.00 - $49,000.00

Supplemental Materials: All supplemental materials must be submitted electronically via the Workday applicant portal.  For questions or to obtain assistance uploading the supplemental materials, contact HR Recruiting at HRrecruiting@pensacolastate.edu.

Application Deadline: Open Until Filled – Review of applications will begin December 5, 2025. The online application and supplemental application materials must be received by December 4, 2025, to receive full consideration.

Pensacola State College offers a comprehensive benefits package for health, dental, vision, hospitalization, and supplemental insurance benefits through the State of Florida’s Group Insurance Program. All employees in established, eligible positions are members of the Florida Retirement System from their first day of employment. Other benefits offered include participation in the wellness program, tuition waivers, educational opportunities, and paid sick leave. Additional leave types are position specific.

Pensacola State College does not discriminate against any person on the basis of race, ethnicity, national origin, color, sex, age, religion, marital status, pregnancy, disability, sexual orientation, gender identity, or genetic information in its educational programs, activities, or employment. For inquiries regarding Title IX and the College’s nondiscrimination policies, contact the Executive Director of Equal Opportunity Compliance at (850) 484-1759, Pensacola State College, 1000 College Blvd., Pensacola, Florida 32504.

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