Administrative Assistant

University of North Florida Alumni Association•Jacksonville, FL

About The Position

Performs routine office support and administrative duties. This position is responsible for administrative support to the Director of Advising, Advisors and Admission Coordinators for specialized and selective admission programs, administers the day-to-day operational aspects of the Student Success Academic Advising, Brooks College of Health. This position is responsible for managing the overall operational aspects of the Advising Office unit. In addition to typical front desk duties (greets visitors, answer phone calls, welcome online appointments and drop-ins, handle office mails/emails, schedule appointments/meetings, maintain office calendar, make travel arrangements for the academic advisors for Brooks College of Health),this position: Will assist in preparing a variety of materials including program information fact sheets, correspondence, and various reports. Works closely with the Director, and with Admissions Coordinators on specialized and selective admission programs, preparing confidential files and other tasks as needed, creates and maintains all student academic files. Screens all incoming mail to the office, some of which is confidential. Greets and assists students as well as screening all incoming calls. Schedules appointments and meetings for Academic Advisors and the Director, as needed, and maintains schedule for the office. Processes spend authorizations and reimbursements for travel done by director and advisors; initiates requisitions, change orders, travel requests, and similar forms. Exercises signature authority for various office transactions. Will have various types of correspondence to students Will make announcements and keep information up-to-date in Academic Advising, Brooks College of Health Canvas site. Make updates to myWings registration guides for new transfer students each semester. Will assess student drop-in /appointment traffic and make suggestions for improved student experience. Serves as the first contact with all customers of the academic advising office. Provide feedback on BCH advising process to Director based on the interaction with students. Provide answers to general questions regarding Brooks College of Health programs and UNF policies/deadlines. Refer students to appropriate offices on campus. Maintain a tracking report of mandatory advising appointment completion. Will be responsible for keeping student files in a secured manner. Will submit registration overrides for students ahead of registration week. Assist the advising director with a wide variety of reports. Will supervise student assistant as needed. other duties as assigned. Marginal Functions Maybe asked to attend tabling events.

Requirements

Bachelor's degree or a high school diploma and 4+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
Should be proficient with typing, using windows based software, should have general knowledge of Microsoft Excel, Word and Outlook.
Will need to be able to run mail merges from spreadsheets; maintains student files; should have excellent organizational skills and be detail oriented
Will need to multi-task during busy times such as registration.
If not already proficient, will need to learn the Banner system.
Will also need to learn to run various reports from other programs (i.e. SLATE).
Operates all aspects of network systems; PC, Surface, Fax, Copier, iPad

Responsibilities

Performs routine office support and administrative duties.
Responsible for administrative support to the Director of Advising, Advisors and Admission Coordinators for specialized and selective admission programs
Administers the day-to-day operational aspects of the Student Success Academic Advising, Brooks College of Health.
Responsible for managing the overall operational aspects of the Advising Office unit.
Greets visitors, answer phone calls, welcome online appointments and drop-ins, handle office mails/emails, schedule appointments/meetings, maintain office calendar, make travel arrangements for the academic advisors for Brooks College of Health
Assist in preparing a variety of materials including program information fact sheets, correspondence, and various reports.
Works closely with the Director, and with Admissions Coordinators on specialized and selective admission programs, preparing confidential files and other tasks as needed, creates and maintains all student academic files.
Screens all incoming mail to the office, some of which is confidential.
Greets and assists students as well as screening all incoming calls.
Schedules appointments and meetings for Academic Advisors and the Director, as needed, and maintains schedule for the office.
Processes spend authorizations and reimbursements for travel done by director and advisors; initiates requisitions, change orders, travel requests, and similar forms.
Exercises signature authority for various office transactions.
Will have various types of correspondence to students
Will make announcements and keep information up-to-date in Academic Advising, Brooks College of Health Canvas site.
Make updates to myWings registration guides for new transfer students each semester.
Will assess student drop-in /appointment traffic and make suggestions for improved student experience.
Serves as the first contact with all customers of the academic advising office.
Provide feedback on BCH advising process to Director based on the interaction with students.
Provide answers to general questions regarding Brooks College of Health programs and UNF policies/deadlines.
Refer students to appropriate offices on campus.
Maintain a tracking report of mandatory advising appointment completion.
Will be responsible for keeping student files in a secured manner.
Will submit registration overrides for students ahead of registration week.
Assist the advising director with a wide variety of reports.
Will supervise student assistant as needed.
Attend tabling events.