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Administrative Assistant

Administrative Assistant

Florida Southern CollegeLakeland, FL, United States
12 hours ago
Job type
  • Full-time
Job description

Administrative Assistant

Posted on 10 / 1 / 2025

Accepting applications

About this position

The Administrative Assistant for the office of Student Travel and the Biology department is a fulltime position which equally splits hours between the two offices. The position is a high customer service-oriented role responsible for the clerical, organizational and administrative functions necessary to support both offices. The position is highly engaged in serving the needs of all visitors to the office including students, faculty, staff and other guests. Primary responsibilities include acting as a receptionist for department, maintaining a functioning office, updating databases for various educational or student information, communicating with departments across campus to support the effective functioning of the department, and assisting faculty and students within administrative responsibilities.

ESSENTIAL FUNCTIONS

Office of Student Travel

  • Responsible for assisting the Travel Coordinator with overall implementation of the College's Junior Journey and Study Abroad Programs.
  • Assist the department members with :

maintaining confidential student files on the college's database system

  • reviewing and processing student inquiries and applications
  • coordinating and communication with other offices (IT, Registrar, Business etc.)
  • preparation and processing of various communications to staff members
  • answering phone and welcoming office visitors
  • supervising work study students

    • Biology

  • Act as department receptionist in providing friendly and efficient customer service by answering the phone, responding to emails, and greeting faculty, students, staff, and visitors.
  • Keep track of the office budget and order office supplies; provide Department Chairs with detail expenses for office related budget.
  • Coordinate classroom scheduling and equipment / supply needs.
  • Set-up department meetings and assist with department events; i.e., take care of refreshments.
  • Assist with search efforts for new faculty and staff (i.e. helping to coordinate visits, scheduling meetings, etc.) including orientation and onboarding of new faculty and staff.
  • Assist faculty with various administrative needs such textbook orders, mailings, program receptions, ect.
  • Send e-mails to faculty regarding issues related to curriculum, meetings, seminars, etc.
  • Prepare time sheets for staff and student workers; collect time sheets from program coordinators for campus workers.
  • Assist Department Chairs with clerical needs to include filing system.
  • Assist with inventory of chemicals : record when materials arrive and remove from inventory when they are depleted.

    • Both Offices

  • Keep office equipment (e.g. copy machine) maintained and ready for use; keep department supplies in stock and in order.
  • Handle office budget processes such as preparing purchase orders to include price research and appropriate approvals and reviewing invoices to assure proper accounts are being charged.
  • Work with other departments and offices on campus to provide necessary services.
  • Maintain a clean and orderly work environment; provide daily support for faculty and staff (sort mail, make coffee, etc.).
  • Submit work orders for the office as needed.
  • 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

  • High school diploma or equivalent required. Some college preferred such as an AA degree.
  • 2 years previous experience in administrative role.
  • Prior experience in higher education preferred.
  • Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
  • Must relate well to a variety of constituencies; have excellent skills in communication, including telephone and writing ability; strong interpersonal skills with a gracious demeanor in demanding situations.
  • Must be extremely flexible in a fast-paced, dynamic environment; be self-motivated, showing initiative and perseverance; possess strong character and integrity; keep confidences; have strong organizational skills; enjoy working in a high multi-task environment; and work well as a "team player."
  • Must have strong written and oral communication skills as well as a drive to be a motivated customer support champion.

    • 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.

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    Administrative Assistant • Lakeland, FL, United States