Academic Administrative Assistant, Natural Sciences

WSRE • Pensacola, FL

5d

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

• Provide administrative support to departmental staff, faculty, and students
• Develop a thorough knowledge of academic programs, student services, and College processes
• Maintain confidentiality and privacy in accordance with FERPA and College policies
• Create, manage, and execute budget expenditures upon approval
• Process payroll and personnel documents
• Maintain, record, and process departmental and College-related forms and reports
• Develop and maintain office files and correspondence
• Monitor, order, and process requisitions for department materials and supplies
• Operate office equipment
• Schedule appointments and meetings
• Assist with preparation of the annual budget
• Work effectively in a fast-paced, high-volume environment
• Follow written and verbal instructions
• Perform 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: 1-10 employees