Administrative Assistant

Administrative Assistant

The Administrative Assistant provides administrative support for the Coggin College of Business. This position supports daily office operations, scheduling, financial and human resources processes, events, and communications activities. The Administrative Assistant works collaboratively with University staff and provides administrative support under established procedures and the direction of unit leadership to ensure effective departmental operations.

Job Functions

• Course Scheduling
• Serve as the primary administrative contact with the University Scheduling Team.
• Assist with the preparation and completion of the College's academic course schedule in accordance with established deadlines and University regulations, in coordination with academic leadership.
• Financial and Operations Support
• Assist with budget reconciliation and monitoring for assigned keys.
• Provide day-to-day administrative support for financial transactions, including processing expenses and related documentation in Workday.
• Assist with front office operations and routine administrative workflows.
• Assist with data gathering, tracking, and preparation of routine reports.
• Provide administrative support for student success programs and initiatives, under the direction of the Assistant Director, Operations and Communications.
• Assist with oversight and coordination of student employees as assigned.
• Human Resources Support
• Process human resources transactions for the College as assigned, including data entry and routing of required documentation.
• Maintain confidential personnel and employment-related records in accordance with University policies and procedures.
• Events Support
• Provide administrative and logistical support for assigned events, including room reservations, catering coordination, vendor communication, and related financial processing.
• Assist with on-site event support as needed.
• Communications Support
• Provide administrative support for college-level communications activities and initiatives, under the direction of the Assistant Director, Operations and Communications.
• Draft, route, and maintain routine correspondence and administrative communications.
• Marginal Functions
• During declared campus emergencies, this position may be required to perform specific job-related duties at a designated off-campus location or place of residence.

Required Qualifications

Bachelor's degree or a high school diploma and 4+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.

Departmental Requirements

• Excellent oral and written communication skills.
• Strong interpersonal skills and the ability to interact professionally with students, faculty, staff, and external stakeholders.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Ability to work independently and as part of a team under established procedures.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Knowledge of or ability to learn Workday and other University systems.
• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint, preferred.

Contact information: For questions regarding this posting, email Joslyn Simmons at View email address on click.appcast.io.

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a "Responsible Employee" pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University's Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University's collaboration with community partners from the local to the global level. It reflects UNF's mission to contribute to the public good and prepare educated, engaged citizens.