Administrative Assistant, Senior

Position Number : SE0280.00000

Position Title :

Administrative Assistant, Senior

Job Type : Staff

FT / PT : Full-Time

Employee Class Description :

C2-Staff (ed. support)

General Position Description :

Responsible for providing significant administrative support services to senior administrators and executive leadership, requiring in-depth knowledge of College operations and programs within the department. Serves as a lead support for other clerical staff, exercising strong initiative and discretion related to the essential functions of the position.

Flexible Work Arrangement :

Fully On-site : Employee performs all of their job duties at a Valencia College location, with flexibility in the work schedule, if appropriate.

Grade : 2025

Exemption Status : Non-Exempt

Posting Number : S3613P

Location(s) :

Orlando, FL 32811 - West Campus

Proposed Work Schedule (Please note hours subject to change based on business needs) :

Monday – Friday : 8 : 00am – 5 : 00pm

Please Note : This position will operate in a fully on-site environment.

Number of Vacancies :

Posting Start Date :

11 / 20 / 2025

Posting End Date : 12 / 01 / 2025

Open Until Filled : No

Quicklink for Posting :

https : / / valenciacollege.peopleadmin.com / postings / 40932

Temporary Position (Temp or Grant Funded) Details :

No, this position is not grant-funded.

Salary Range : $39,014 per year

Description of Job Function :

1. Provides administrative support and perform a variety of duties including but not limited to maintaining senior administrators / executive’s calendars; scheduling appointments, meetings and travel; providing assistance to faculty and staff.

Description of Job Function :

2. Plan and establishes systems and procedures to ensure efficient flow of materials and information in and out of the department.

Description of Job Function :

3. Drafts, formats, and proofread correspondence. Conducts retrieval of records, compiles data to generates reports as needed and prepares complex documents for supervisor approval and signature.

Description of Job Function :

4. Supports the organization of programs, events, meetings, and conferences by securing venues, developing agendas, managing communications and invitations, maintaining budget control, and preparing related materials.

Description of Job Function :

5. Assist in budget preparation, purchasing, and transaction reconciliation; may process requisitions and use a purchasing card.

Description of Job Function :

6. Plans, researches, initiates, and carries out to completion recurring or special assignments.

Description of Job Function :

7. Takes minutes of meetings, prepares confidential documents and follows up to ensure timely reply and action.

Description of Job Function :

8. Answers and screens telephone calls. Takes messages. Opens, organizes and screens mail.

Description of Job Function :

9. Serves as an office lead to assigned personnel such as full and part time support staff, work-study students, and interns on the distribution of clerical work.

Description of Job Function :

10. Reporting to a Dean :

a. Coordinates the inputting of the class schedule into the student information system.

b. Creates and distributes daily enrollment reports using the data warehouse.

c. Researches and provides information on issues affecting students, staff and / or the campus using established guidelines from the College.

Description of Job Function :

11. Performs other related duties as assigned.

Drivers License Requirement :

Not Applicable

Required Minimum Education :

High school diploma or general education degree (GED).

Other Required Qualifications :

Three (3) years of experience related to the essential job functions.

Preferred Education & Field of Study :

Associate’s Degree

Preferred Type of Experience :

Advanced administrative support and clerical work training.

Knowledge, Skills and Abilities :

Strong interpersonal skills and ability to establish and maintain effective working relationships with employees and the public.

Ability to operate within a confidential environment.

Ability to analyze a variety of administrative problems and to make sound recommendations.

Knowledge of the principles and practices of event coordination and / or training and development.

Ability to communicate effectively both orally and in writing.

Ability to think critically, work independently and problem solve.

Skilled in Microsoft Office software : Word, Excel, PowerPoint, and Access.

Ability to initiate problem solving and decision making as necessary and exercises good judgment in resolving customer service issues.

General Working Conditions :

This job primarily operates in a professional office environment. The employee will routinely operate standard office equipment including but not limited to computers, keyboards, mouse, phones, photocopiers, printers, scanners, filing cabinets and fax machines. While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.

Typical physical competencies include but are not limited to frequently remaining stationary, moving, reaching, positioning self and occasionally ascending / descending, lifting / moving objects weighing between 5-15 pounds. This job also entails frequently communicating, discerning and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus. Cognitive abilities include but are not limited to frequently using discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making.

The typical work environment, physical and cognitive demands listed above are representative of those that must be met by an employee to successfully perform the essential functions of this job. The College has a process to identify and make available reasonable accommodations to enable individuals with disabilities to perform the essential functions.