Administrative Secretary

University of North Florida Alumni Association • Jacksonville, FL

2d • Onsite

About The Position

The Administrative Secretary provides administrative and operational support to the School of Communication. This position serves as a primary point of contact for students, faculty, staff and visitors while assisting the Director and office manager by coordinating daily operations, administrative processes, maintaining records, managing communication and assisting with department projects, events, and needs.

Requirements

• High school diploma and 2+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
• Familiarity with administrative procedures; office operations and records management; budgeting and purchasing.
• Use of technology, materials, and tools required for the position.
• Familiarity with ADA/web accessibility requirements.
• Strong organizational, analytical and problem-solving skills
• Excellent written and verbal communication abilities
• High attention to detail.
• Adaptability and flexibility.
• Familiarity with website content management, ADA accessibility compliance, and Microsoft Office Suite.

Nice To Haves

• Experience in a higher education environment.
• Experience with budget tracking, travel processing, purchasing procedures, and website content management.
• Familiarity with student information systems and enterprise administrative software.
• Workday

Responsibilities

• Prepare, edit, and distribute correspondence, reports, newsletters, forms, requisitions, course materials, and other departmental documents.
• Maintain departmental files, records, and confidential information in accordance with university policies.
• Schedule appointments, meetings, and events; maintain departmental calendars.
• Coordinate travel authorizations, reimbursements, purchasing requests, and budget-related documentation in collaboration with faculty, director and office manager oversite.
• Gather information and prepare materials for reports and special projects.
• Serve as the first point of contact for students, faculty, staff, alumni, and visitors.
• Answer and direct telephone calls, respond to inquiries, and provide information regarding departmental services and procedures.
• Monitor departmental email accounts and route communications appropriately. Distribute incoming and outgoing mail and maintain office communications.
• Assist faculty with course-related administrative processes, including syllabi review, course scheduling support, and classroom-related requests.
• Support student services functions, including internship documentation, enrollment inquiries, and academic communications.
• Assist departmental newsletters, marketing communication, School of Communication outreach.
• Coordinate logistics for departmental meetings, workshops, special events, guest speakers, and receptions.
• Update and maintain department website content using the university content management system.
• Ensure web content and uploaded documents meet accessibility standards and compliance requirements.
• Assist with digital communications and departmental announcements.
• Monitor office supplies and coordinate purchasing as needed.
• Maintain office equipment and coordinate service requests.
• Create and track work orders and facilities requests.
• Assist in maintaining a professional, organized, and welcoming office environment.
• Support the Office Manager and provide backup coverage as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED