Job Description

Job Description

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.

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