Admin II

Florida Institute of Technology•Melbourne, FL

22h•Onsite

About The Position

The Administrative Assistant, for undergraduate programs, provides critical support to the College of Business by managing frontline interactions, assisting the Associate Dean and Operations Manager in coordinating academic events, supporting branding and marketing initiatives, managing the College's social media platforms, and assisting with events and promotional activities. This role also supports faculty and students and performs other general office duties as assigned. This position is essential in maintaining a welcoming, efficient, and professionally visible environment that aligns with the College’s mission and enhances its reputation and community engagement.

Requirements

High school diploma or equivalent
2+ years of administrative experience in an academic or customer-facing environment.
Strong written and verbal communication skills.
Proficiency with Microsoft Office Suite; familiarity with university systems is a plus.
Excellent organizational skills, attention to detail, and ability to manage multiple tasks simultaneously.
Friendly and professional demeanor with a strong commitment to student service.
Experience with social media platforms and content creation; familiarity with basic graphic design tools (e.g., Canva, Adobe Express) is a plus.
Demonstrated ability to assist with event coordination, promotional activities, and community engagement efforts.

Nice To Haves

Familiarity with university systems is a plus.
Familiarity with basic graphic design tools (e.g., Canva, Adobe Express) is a plus.

Responsibilities

Greet and assist students, visitors, and faculty at the front desk professionally and accurately.
Direct students and guests to appropriate university resources and offices as needed.
Organize and coordinate events for prospective students, including Discovery Day, Admitted Student Days, and other associated activities.
Coordinate with the admissions office to schedule prospective student visits as needed.
Prepare and maintain up-to-date materials for prospective student visits, including brochures and handouts.
Assist Operations Manager in event coordination and logistics, including registration lists, attendance confirmations, and other guest management.
Draft and distribute event invitations, RSVP forms, and reminder communications to students, faculty, staff, and external guests.
Serve as a point of contact on the day of events, coordinating with facilities, catering, and technology staff to resolve issues.
Manage event check-in processes, including greeting attendees, distributing name tags or programs, and directing guests to appropriate spaces.
Set up and break down event spaces, including arranging tables, chairs, signage, décor, and promotional displays consistent with University branding standards.
Compile attendance data and prepare summary reports for the Associate Dean following College events.
Assist with post-event outreach, including thank-you communications to speakers, sponsors, and participants.
Gather and organize photos and content from events for use in future social media posts, newsletters, and promotional materials.
Maintain a master calendar of College of Business events, ensuring accurate dates, times, locations, and descriptions are updated and communicated to relevant stakeholders.
Support the College of Business brand identity by ensuring consistent use of approved logos, messaging, and visual standards across print and digital materials.
Create, schedule, and publish content for the College of Business social media platforms (e.g., Instagram, Facebook, LinkedIn, X/Twitter), including announcements, student spotlights, faculty highlights, and event promotions.
Monitor social media channels, respond to inquiries and comments in a timely and professional manner, and track engagement metrics to inform content strategy.
Assist in developing and distributing marketing and promotional materials, including flyers, newsletters, digital signage, and event programs, in coordination with the Associate Dean and university communications guidelines.
Collaborate with university marketing and communications teams to amplify College of Business news, accomplishments, and initiatives across institutional channels.
Assist with document preparation for undergraduate student-related matters (e.g., as needed waivers, letters, appeals).
Maintain undergraduate student communication lists and draft regular faculty and student distribution announcements.
Maintain records of current undergraduate course syllabi.
Verifies compliance with university syllabi standards.
Schedule reservations for the College of Business conference rooms using the shared COB administration calendar.
Coordinate with the operations manager's office to acquire supplies for faculty and staff.
Serve as the designated Fire Marshal for the Babcock Oaks Building.