Job Description: Administrative Assistant
Location: Orlando, FL
Position Summary
We are seeking a detail-oriented, highly organized, and proactive Administrative Assistant to join our team at [University Name] in Orlando, FL. This role plays a key part in supporting the daily operations of the department by providing administrative, clerical, and organizational assistance to faculty, staff, and students. The ideal candidate will be a strong communicator who thrives in a fast-paced academic environment and demonstrates professionalism, discretion, and efficiency in all tasks.
Key Responsibilities
Administrative Support
- Manage calendars, schedule meetings, and coordinate departmental events.
- Prepare and proofread correspondence, reports, memos, and other documents.
- Handle incoming calls, emails, and inquiries; provide accurate information or route requests appropriately.
- Maintain organized filing systems (digital and physical) to ensure quick retrieval of information.
Student & Faculty Assistance
- Serve as the first point of contact for students, faculty, and visitors.
- Assist with processing forms, applications, and academic records.
- Support faculty in coordinating course materials, syllabi, and scheduling needs.
- Provide guidance to students regarding campus resources and policies.
Data & Record Management
- Update and maintain departmental databases, student records, and confidential files.
- Generate reports, spreadsheets, and presentations as needed.
- Monitor budgets, process purchase orders, and handle reimbursements when required.
Event Coordination
- Assist in organizing departmental events, orientations, workshops, and seminars.
- Coordinate logistics including room reservations, catering, and equipment setup.
- Act as on-site support during events to ensure smooth operations.
Qualifications
Required:
- Associate's degree or equivalent; Bachelor's degree preferred.
- 1+ years of experience in administrative or office support roles (preferably in a higher education environment).
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Strong organizational, time-management, and multitasking skills.
- Excellent written and verbal communication abilities.
- High level of discretion when handling sensitive information.
Preferred:
- Prior experience in a university or academic setting.
- Familiarity with student information systems (e.g., Banner, PeopleSoft, or similar).
- Knowledge of FERPA guidelines and higher education policies.
Key Competencies
- Professionalism & Discretion: Maintains confidentiality and handles sensitive matters appropriately.
- Customer Service: Welcomes students, faculty, and visitors with courtesy and efficiency.
- Problem-Solving: Demonstrates initiative and resourcefulness in resolving issues.
- Collaboration: Works effectively as part of a diverse team and across multiple departments.