Administrative Assistant

CityVet•Leesburg, FL

4d•Onsite

About The Position

Make a difference in the lives of students at Beacon College. As the Administrative Assistant for the Center for College Readiness, you will support program operations, assist prospective students and families, and help coordinate outreach, recruitment, and special events in a collaborative, mission-driven environment. The Administrative Assistant to the Center for College Readiness provides essential administrative support to the program directors while assisting with day-to-day management and triage of incoming emails, phone calls and associated requests. This role assists with processing incoming student documentation for college readiness program applicants, coordinating communication related to program services, and facilitates coordination with admissions and marketing teams for events, recruitment and promotion of the Center for College Readiness.

Requirements

High School Diploma or GED
1 + years administrative support experience
Familiarity with CRM systems (Salesforce preferred) and standard office software (Microsoft Office Suite, Google Workspace, or equivalents).
Strong organizational and time-management skills, with the ability to manage multiple tasks and meet deadlines reliably.
Effective written and verbal communication skills for internal staff, students, and families in structured interactions.
Attention to detail and accuracy in data entry, recordkeeping, and reporting.
Proficiency in scheduling, coordinating meetings, and managing calendars.
Ability to follow established workflows and standard operating procedures independently.
Comfort with technology and ability to learn new systems quickly.
Ability to collaborate effectively with multiple internal teams (Admissions, Marketing, Enrollment Services) and escalate issues appropriately.
Ability to maintain confidentiality and handle sensitive information with discretion.
Ability to prioritize tasks, adapt to changing needs, and support departmental goals.
Willingness to support occasional events or peak-period activities as directed.

Nice To Haves

Associate or bachelor’s degree or equivalent experience in business administration, communications, education or related field preferred.
Understanding of admissions workflows, enrollment processes, and general student services practices preferred.
Experience in administrative support, office management, or higher education operations preferred.

Responsibilities

Serve as the primary administrative support resource for the Center for College Readiness, providing day-to-day operational and customer service support across all programs.
Process student applications and supporting documentation, ensuring records are complete, accurate, and entered into appropriate systems in a timely manner.
Monitor and manage the Center for College Readiness shared email inbox, triaging inquiries, responding to routine requests, and routing complex issues to the appropriate staff member.
Answer incoming telephone calls and provide professional, knowledgeable assistance to prospective students, families, school partners, and other stakeholders.
Prepare and distribute routine program communications, including admissions decisions, confirmation letters, enrollment materials, and other standardized correspondence.
Coordinate the collection, organization, and processing of enrollment documentation for program students, including course selections, housing preferences, weekend activity selections, health forms, and other required participant information.
Maintain accurate student and program records while ensuring compliance with institutional policies regarding confidentiality and data management.
Process departmental purchasing requests, supply orders, invoices, reimbursements, and other administrative transactions in accordance with institutional procedures.
Track inventory of program materials and office supplies and coordinate replenishment as needed.
Assist with scheduling, meeting coordination, document preparation, filing, and other general administrative support activities.
Provide direct administrative support to Center for College Readiness leadership, including document preparation, project coordination, and other assigned tasks.
During live residential programs and Center for College Readiness events, provide operational support to program directors, including organizing materials, preparing spaces, coordinating logistics, and assisting with participant needs.
Perform occasional errands and other operational support activities to ensure the efficient delivery of programs and services.
Assist with and attend special projects, events, orientations, and program operations as assigned.
Collaborate effectively with admissions, student affairs, finance, marketing, and other campus departments to support a seamless participant experience.
Perform other duties as assigned in support of the mission and goals of the Center for College Readiness.