Administrative Assistant

Job Description

Job Description

The Administrative Assistant serves as the key support role within the Exercise Science department of the College, ensuring smooth day-to-day operations and facilitating effective communication among faculty, students, and staff. Responsible for the clerical, organizational and administrative functions necessary in furthering the mission and goals of the department.  

ESSENTIAL FUNCTIONS

1. Provide friendly and efficient customer service by answering the phone and greeting faculty, students, staff, and visitors. 
2. Provide administrative clerical support for the Exercise Science Department Chair.
3. Set-up meetings as requested and complete all logistics necessary (i.e., time, place, technology and food service required).
4. Handle budgetary issues, credit forms, purchasing/supplies and bookkeeping for the Department; draft financial and narrative reports monthly to balance Department budget/accounts.
5. Assist with ongoing Program assessment (reports, surveys, etc.).
6. Assist with scheduling semester courses, faculty/instructors, and facilities.
7. Update and maintain student enrollment rosters.
8. Supervise student workers and prepare timecards for payroll.
9. Maintain office supplies, copiers etc. (maintenance, conduct orders as needed, etc.).
10. Prepare purchase orders; pursue proper approval processes and assurance that appropriate accounts for invoices/PO’s are correct.
11. Maintain files for current students/advisees and graduates.
12. Support on-boarding for new professors (i.e. access e-mail, obtain office keys, etc.).
13. Work with department chair on class scheduling and assigning classrooms.
14. Submit and follow-through on maintenance and IT requests.
15. Open/close Department Office and classrooms in a timely manner to support faculty, instructors and students.
16. Assist faculty with test preparation, course syllabi, handouts, etc. when permissible.
17. Contribute to the success of the department by performing all other duties as needed to drive the vision, fulfill the mission, and abide by the values of the College.

EDUCATION, WORK EXPERIENCE AND REQUIREMENTS

1. High school diploma or equivalent required.
2. 3 years previous experience in an administrative support role preferably with a higher education institution.
3. Must be proficient with Microsoft Word, Excel, Adobe Pro, and Microsoft Outlook. 
4. Must have strong written and oral communication skills.
5. Must have strong organizational skills including the ability to multi-task.
6. Must know how to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations.

PHYSICAL DEMANDS

1. The overall position is primarily sedentary; however, it may require walking and/or standing for extended periods of time moving between office locations on campus.
2. Requires extensive keyboarding.  Frequent use of hands and fingers for typing, writing, and handling documents.
3. Occasionally requires the ability to lift and carry materials and equipment weighing up to 20 pounds, to reach heights up to 8 feet by climbing ladders or stools, and to bend or kneel to reach materials or equipment stored on lower shelves or in lower cabinet/desk drawers.

WORKING CONDITIONS

1. Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
2. While performing the duties of this job, the employee is exposed to the typical office environment.
3. The noise level in the work environment is usually minimal.
4. Position is campus based and not intended for remote work.

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.”

Company Description

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.”