Administrative Assistant

Administrative Assistant

Posted on 11 / 13 / 2025

Accepting applications

About this position

The full-time administrative assistant for the English and Modern Languages Department and the Art History Department is responsible for the clerical, organizational, and administrative support functions necessary in furthering the mission and goals of both the English and Modern Languages Department and the Art History Department.

ESSENTIAL FUNCTIONS

• Act as a receptionist in providing friendly and efficient customer service by answering the phone and greeting faculty, students, staff, and visitors. Must be professional, proactive, and friendly.
• Assist with day and evening program facilities class schedules and maintain a posted schedule for use of all rooms in the Christoverson Humanities Building.
• Type and photocopy documents, such as course syllabi.
• Collect and maintain file of all English and Modern Languages and Art History course syllabi each semester.
• Communicate by phone and email with students, faculty, staff, and people outside the college. Address people by name in conversation and in written correspondence - including email messages.
• Set up program and department meetings as requested and complete all logistics necessary (i.e., time, place, technology and food service required).
• Work with the department chairs on sending meeting agenda and preparing minutes as required, producing class schedules, and assigning classrooms.
• Prepare orientation guide for new professors (i.e. how to get nametag, access e-mail, obtain office keys, etc.)
• Assist faculty with textbook orders, including desk copies when needed.
• Assist with event planning and set-up within the Department of English and Modern Languages and the Department of Art History (e.g .group advising social gatherings, scholarship / awards ceremonies, symposiums, appreciation dinners, department open hours, spring banquets, etc.)
• Interview, hire, and supervise student workers and prepare time sheets / time cards for them; collect time sheets and submit with payroll.
• Serve as initial contact for evening and day students and appropriately place students in contact with assigned advisor.
• Promote the two departments and their functions on a regular basis by writing promotional material and updating the departments' social media accounts.
• Assist in the layout, design, and production of College flyers, brochures, and more. Preference will be given to applicants with basic graphic design experience.
• Generate faculty payroll lists periodically throughout the year.
• Assist faculty with clerical needs to include filing system.
• Keep supplies in stock and in order and maintain office equipment such as copiers (i.e., maintenance and supplies). Additional responsibility for coordinating classroom needs such as LCD projector.
• Keep faculty up-to-date via e-mails on meetings and important calendar notification
• Prepare purchase orders as needed (i.e., check catalogues, the web, etc. to find best pricing), assign budget, obtain appropriate chair's signature, then send to Business Affairs. Ensure proper accounts on invoices / PO's are correct.
• Process all work orders on the departments' internal maintenance requests system.
• Contribute to the success of the departments by performing all other duties as needed to drive the vision, fulfill the mission, and abide by the values of the College.

About our ideal candidate

EDUCATION AND WORK EXPERIENCE

About us

The College's health and wellness plans along with generous paid time-off benefits are in addition to rewarding employee benefits such as the tuition grant and 403(b) plan.

The employee tuition grant is a remarkable benefit that covers the cost of 100% of the College's tuition for dependent children of faculty and staff who have been employed with the college fulltime for one year. Employees can also take advantage of the benefit for themselves.

The Defined Contribution Retirement Plan is a 403(b) plan in which the college automatically contributes 7% of the eligible employee's earnings into a retirement fund whether the employee chooses to participate or not. The account has a comprehensive investment portfolio and allows the employee to control their investment choices. At 6 years of service, the employer contribution amount is elevated to 10%. Employees can choose to participate through pre-tax payroll deductions when ready!

Florida Southern College is committed to diversity and inclusion in hiring, campus life, and intellectual engagement and welcomes applications from all interested candidates. The college actively seeks a wide variety of candidates and enthusiastically looks to diversify our workforce.

Florida Southern College has a strong commitment to the principles of equal employment opportunity. The college recruits, hires, trains, transfers, promotes and compensates individuals and makes all personnel decisions without regard to race, color, religion, age, sex, sexual orientation, national origin or ancestry, marital status, veteran status, or physical or mental disability unrelated to an individual's ability to perform the job, in accordance with applicable law.

Founded in 1883, Florida Southern College is the oldest private college in the state. The College maintains its commitment to academic excellence through 70+ undergraduate programs and distinctive graduate programs in business administration, education, nursing, and physical therapy. Florida Southern has a 14 : 1 student-to-faculty ratio, is an award-winning national leader in engaged learning, and boasts 30 NCAA Division II National Championships. Florida Southern is ranked at #8 among the "Best Regional Universities in the South" by U.S. News & World Report in its 2022 "Best Colleges" guide and is included in The Princeton Review's 2022 Best 387 Colleges guide and the "Fiske Guide to Colleges 2022." The 2021-2022 Colleges of Distinction guidebook praises Florida Southern's AACSB accredited Barney Barnett School of Business and Free Enterprise alongside the College's School of Education and its Ann Blanton Edwards School of Nursing and Health Sciences. Poets&Quants, U.S. News & World Report, Fortune, and The Princeton Review further laud the Barney Barnett School of Business and Free Enterprise and the Ann Blanton Edwards School of Nursing and Health Sciences as foremost programs in the nation for business and nursing education. Home to the world's largest single-site collection of Frank Lloyd Wright architecture, FSC has appeared on The Princeton Review's top 20 "Most Beautiful Campus" national listing for 12 consecutive years. Connect with Florida Southern College.