Administrative Assistant Position Available In Polk, Florida

Administrative Assistant 4.0 4.0 out of 5 stars Lakeland, FL 33801 The administrative assistant for the office of career services provides direct administrative support, managing the complex administration and organization of the Career Services office and providing additional administrative support to the Student Solutions staff. The nonexempt role performs a variety of clerical duties in accordance with specific instructions and established work procedures, typically under minimal supervision.

ESSENTIAL FUNCTIONS 1.

Serve as administrative assistant to the Executive Director and support the work of the Office of Career Services and the Student Solutions Office. 2. Establish a professional work environment both in function and appearance, as directed by the Executive Director and Dean of Student Success. 3. Serve as the gatekeeper for the Office of Career Services and Student Solutions Office, fielding calls and triaging to the appropriate locations for follow-up and response. Ensure coverage of office at all times. 4. Perform highly detailed database functions on a variety of complex systems. Monitor and update student, alumni, employer, and internship data. Create spreadsheets to report data as requested. 5. Act as the primary point of contact on day-to-day administrative issues including, but not limited to, Supporting the Executive Director with meeting scheduling and basic calendar duties; Assisting with regularly occurring Career Services and Student Solutions projects and events, including, but not limited to room reservations, set-up, and catering; Handling incoming and outgoing mail, including highly confidential, sensitive, and time-sensitive materials; Managing the purchase order process and paperwork for the Office of Career Services and Student Solutions Offices, including all purchasing card statements and department requisitions while maintaining a tracking system of all department expenses; Overseeing staff time and leave tracking and process accordingly for payroll, including timekeeping data entry; Screening and handling highly confidential, sensitive, and time-sensitive telephone communications, including to and from employers, students, faculty, senior administration, and high-level executives; Appropriately and professionally responding to emails and correspondence as required; Reviewing, preparing, and processing documents for Executive Director’s and Dean of Student Success’ signature; Coordinating office-related travel arrangements & itineraries. Submitting work orders; and Maintaining the stock room. 6. Contributes to the success of the office of Career Services by performing all other duties as needed to drive the vision, fulfill the mission, and abide by the values of the College.

EDUCATION, WORK EXPERIENCE AND REQUIREMENTS 1.

High school diploma or equivalent required; bachelor’s degree preferred. 2. Minimum of 5 years of relevant experience. Higher education experience preferred. 3. Strong computer skills, including facility with Microsoft Outlook, Word, Excel, and experience in preparing mail merges for large mailings required. 4. Excellent oral and written communication skills and use of English grammar. 5. Must have excellent organizational, interpersonal, and communication skills and be able to maintain composure and competence under pressure. 6. Must be able to handle highly confidential information with complete discretion. 7. Ability to work both independently and as a team member.

Job Type:

Full-time Benefits:

Dental insurance Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance

Schedule:

8 hour shift Ability to

Commute:

Lakeland, FL (Required) Ability to

Relocate:

Lakeland, FL:

Relocate before starting work (Required)

Work Location:

In person