Academic Administrative Assistant, Natural Sciences

Pensacola State College • Pensacola, FL

4d

About The Position

The Academic Administrative Assistant position is a full-time career service position. In providing administrative support to departmental staff, faculty, and students under the supervision of the Department Head, the Academic Administrative Assistant must develop a thorough knowledge of the academic programs, student services, and College processes related to the department. The Administrative Assistant maintains standards of confidentiality and privacy in accordance with the Family Educational Rights and Privacy Act and the College; creates, manages, and executes budget expenditures upon approval by the department head; processes payroll and personnel documents; maintains, records, and processes departmental and College-related forms and reports; develops and maintains office files and correspondence; monitors, orders, and processes requisitions for department materials and supplies; operates office equipment; schedules appointments and meetings; and assists with preparation of the annual budget. Additionally, the Administrative Assistant works effectively in a fast-paced, high-volume environment, adapting quickly to the needs of visitors to the departmental office and juggling multiple tasks, all while demonstrating professionalism and providing quality customer service; follows simple and complex written and verbal instructions; and performs other duties as assigned. The successful candidate must possess the ability to work efficiently with minimal supervision and exercise discretion concerning confidential matters. Attention to detail and computer proficiency (spreadsheet management, electronic correspondence, and word processing skills) are essential for success in this position. The position may require availability to work flexible hours, including some evenings. This position reports to the Department Head, Natural Sciences.

Requirements

• Bachelor’s degree or associate degree and two years of related experience
• Demonstrated computer skills, including proficiency with Microsoft Office Suite in a networked office setting
• Internet navigation skills
• Successful results of a criminal background check are required
• Meet the requirements of § 435.04(2), Florida Statutes, related to background investigations

Responsibilities

• Providing administrative support to departmental staff, faculty, and students
• Developing a thorough knowledge of the academic programs, student services, and College processes related to the department
• Maintaining standards of confidentiality and privacy in accordance with the Family Educational Rights and Privacy Act and the College
• Creating, managing, and executing budget expenditures upon approval by the department head
• Processing payroll and personnel documents
• Maintaining, records, and processes departmental and College-related forms and reports
• Developing and maintaining office files and correspondence
• Monitoring, orders, and processes requisitions for department materials and supplies
• Operating office equipment
• Scheduling appointments and meetings
• Assisting with preparation of the annual budget
• Working effectively in a fast-paced, high-volume environment
• Adapting quickly to the needs of visitors to the departmental office and juggling multiple tasks, all while demonstrating professionalism and providing quality customer service
• Following simple and complex written and verbal instructions
• Performing other duties as assigned

Benefits

• Pensacola State College offers a comprehensive benefits package for health, dental, vision, hospitalization, and supplemental insurance benefits through the State of Florida’s Group Insurance Program.
• All employees in established, eligible positions are members of the Florida Retirement System from their first day of employment.
• Other benefits offered include participation in the wellness program, tuition waivers, educational opportunities, and paid sick leave.
• Additional leave types are position specific.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 251-500 employees