ADMINISTRATIVE ASSISTANT (SESS) (3718)

Administrative Assistant (SESS) (3718)

The Administrative Assistant for the School of Education and Social Sciences will provide comprehensive administrative and clerical support to the Dean, Chairs, faculty, and staff of the school, serving as a primary point of contact for students, visitors, and university partners. This position requires a high level of professionalism, strong conflict resolution skills, and exceptional organizational ability to ensure the smooth day-to-day operation of the school's office.

Responsibilities include:

• Serve as the first point of contact for the School, greeting visitors, students, and callers with a warm, professional, and welcoming demeanor.
• Maintain a high level of professionalism and discretion in all interactions, including with students, faculty, staff, and external constituents.
• Apply strong conflict resolution and interpersonal skills to address student, faculty, and visitor concerns calmly and effectively, escalating matters to the Dean or appropriate personnel.
• Manage the Dean's calendar, schedule appointments and meetings, and coordinate travel arrangements.
• Organize and maintain office files, records, and confidential documents in compliance with FERPA and university policy.
• Prepare, proofread, and distribute correspondence, reports, memos, meeting agendas, and minutes.
• Coordinate departmental scheduling, including course scheduling support, room reservations, and faculty meeting logistics.
• Process and track requisitions, purchase orders, invoices, and budget-related paperwork for the School.
• Assist with the onboarding of new faculty, staff, and student workers, including preparation of orientation materials.
• Support recruitment, retention, and student success initiatives by providing accurate information and timely follow-up to student inquiries.
• Coordinate logistics for School events, workshops, advisory board meetings, and accreditation-related activities.
• Maintain office supplies, equipment, and general upkeep of the front office and shared workspaces.
• Exercise sound judgment and strong organizational skills in managing multiple, competing priorities and deadlines.
• Perform other duties as assigned by the Dean of the School of Education and Social Sciences.

Qualifications include:

• Exceptional organizational skills with proven ability to manage multiple tasks, prioritize competing deadlines, and maintain accurate records.
• Strong written and oral communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and standard office equipment.
• Commitment to the mission of an HBCU and to serving a diverse student population.
• Experience supporting budget tracking, purchasing, or procurement processes.
• Experience coordinating events, meetings, or accreditation-related activities in an academic setting.
• Strong conflict resolution and interpersonal skills, with the ability to interact tactfully and effectively with a diverse university community.
• Moderate physical activity. Requires handling objects of average weight up to fifty (50) pounds or standing and/or walking for more than four (4) hours per day.

Minimum Requirements:

• High school diploma or equivalent required; no college degree is required for this position.
• Associate of Arts (AA) or Associate of Science (AS) degree preferred.
• Minimum of two (2) years of administrative, clerical, or office support experience, preferably in a higher education or professional office setting.
• Demonstrated high level of professionalism, discretion, and sound judgment in handling confidential and sensitive information.
• Prior administrative experience in a college or university academic department, particularly at an HBCU or minority-serving institution.
• Familiarity with student information systems, learning management systems (e.g., Banner, Canvas, Blackboard, Moodle), or similar databases.

Pre-Employment Screening:

• Criminal background check.

Florida Memorial University is an Equal Employment Opportunity Employer. In compliance with the American Disabilities Act (ADA), those functions of the job that are identified as essential are required to be performed with or without reasonable accommodations. Requests to facilitate the performance of essential functions will be considered.