Administrative Assistant

The Administrative Assistant for the Roberts Academy is responsible for the clerical, organizational and administrative support functions necessary in furthering the mission and goals of The Roberts Academy at Florida Southern College. The position serves as the first point of contact for the School by greeting visitors, answering phones, taking messages, directing inquiries appropriately; and acting as a liaison with the main campus as needed.

ESSENTIAL FUNCTIONS

1. Perform routine clerical and office support duties, including photocopying, scanning, filing, sorting, data entry, distributing mail, maintaining office supplies, and organizing program materials and records.
2. Prepare purchase orders and check requests; pursue proper approval processes and assurance that appropriate accounts for invoices/PO’s are correct.
3. Support day-to-day office operations by maintaining shared calendars, scheduling rooms as directed, organizing event and class materials, and assisting with routine tasks.
4. Prepare correspondence using Microsoft Office (Word, Excel, PowerPoint, Outlook).
5. Prepare staff and faculty payroll forms.
6. Prepare and submit student scholarship forms and enrollment data and assist with fundraising bookkeeping/accounting functions as appropriate.
7. Prepare meeting minutes, meeting notes and internal support materials.
8. Send and receive student application forms.
9. Contribute to the success of the School 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. Some college preferred.
2. At least 2 years administrative support experience required.
3. Computer proficiency with Word, Excel, PowerPoint, Outlook, the Internet
4. Must relate well to a variety of constituencies;
5. Must have excellent skills in communication, including telephone and writing ability; strong interpersonal skills with a gracious demeanor in demanding situations; and be extremely flexible in a fast-paced, dynamic environment.
6. Must 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 in a team environment.

PHYSICAL DEMANDS

1. Prolonged periods of sitting while performing administrative, clerical, and computer-based tasks.
2. Frequent use of a computer, keyboard, mouse, telephone, copier, scanner, printer, and other standard office equipment requiring repetitive hand and finger movements.
3. Ability to communicate effectively in person, by telephone, and through written correspondence with students, families, faculty, staff, and visitors.
4. Frequent standing, walking, and moving throughout the office and school building to greet visitors, distribute materials, retrieve files, and support daily operations.
5. Frequent bending, reaching, stooping, and kneeling to access office supplies, files, storage areas, and equipment.
6. Ability to lift, carry, and move office supplies, paper, mail, instructional materials, and packages weighing up to approximately 25 pounds.
7. Visual ability to read printed materials and electronic documents and maintain accurate records and data entry.
8. Ability to maintain concentration, attention to detail, and organization while managing multiple tasks, interruptions, and deadlines in a busy office environment.

WORKING CONDITIONS

Work is performed primarily in a professional office and academic school environment with frequent interaction with students, families, faculty, staff, and visitors. The work environment is generally characterized by a moderate noise level, with occasional periods of elevated noise associated with student arrival and dismissal, classroom transitions, recess, assemblies, special events, and other school activities. The position requires regular use of computers and standard office equipment, frequent communication in person and by telephone, and movement throughout the school and campus to support daily operations. The work environment is generally climate-controlled and fast-paced, with frequent interruptions and multiple competing priorities. Occasional evening or weekend hours may be required to support special events, meetings, or school activities.

PERSONAL PROTECTIVE EQUIPMENT

Personal protective equipment (PPE) is not routinely required for this position. In limited circumstances, PPE may be required in accordance with institutional safety procedures, public health guidance, or specific school activities or events.

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.”