Administrative Assistant

Administrative Assistant

Job no: 493308

Work type: Staff (Full-Time)

Location: Orlando, FL, Winter Park, FL

Categories: Philosophy & Religion, Social Entrepreneurship

Division: Academic Affairs

Job Summary:

The Administrative Assistant position will provide administrative support for the departments of Philosophy & Religion and Social Entrepreneurship. Between the two departments, this position will aid the three main majors - Philosophy, Religion, and Social Entrepreneurship. This role will also serve the minors and special programs in each department including the Social Entrepreneurship minor, SWAG, Religious Studies, Jewish Studies, Classical Studies, Ethics, and the Debate Team.

Essential Job Functions:

• Maintaining two department budgets. 

• Keeping track of expenditures, upcoming financial commitments for both departments, and keeping the Chairs informed about the financial status of their departments.

• Facilitating course scheduling for both departments.

• Scheduling department meetings and recording minutes.

• Greeting visitors, answering calls/questions, routing calls to appropriate parties, and recording messages for both departments.

• Maintaining accurate and current confidential filing systems for both departments.

• Supervising student workers and facilitating/managing the project plan for student workers.

• Scheduling events and activities for the French House Lounge.

• Coordinating special events such as guest speakers, awards ceremonies, faculty events, and student events.

• Creating newsletters, flyers, posters, banners, and other promotional materials.

• Updating both departmental webpages and social media accounts.

• Scheduling appointments, arranging accommodations and reimbursements for candidate searches.

• Assisting Social Entrepreneurship and Philosophy & Religion department faculty with travel arrangements and reimbursements.

Minimum Qualifications & Education:

• High school education plus one year of additional business, technical or college training or equivalent combination of education and experience. 

• Requires at least two years of experience in office administration.

• Experience with office budgeting and practices to process invoices and reconcile multiple budgets (campus system training will be provided).

• Proficiency using computer software (i.e. MS Office - Word, Excel, PowerPoint, etc.), along with ability to make website updates, arrange virtual meetings, experience using Canva, and proficiency with social media (particularly Instagram and Facebook).

• Demonstrated record of success and passion for coordinating administrative operations in a busy, service-oriented culture.

• Demonstrated ability to manage multiple conflicting priorities without loss of composure.

• Excellent time management skills, ability to handle multiple tasks, set priorities, schedule, and meet deadlines.

• Ability to perform and coordinate complex office administrative work requiring the use of independent judgment and initiative.

• Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction.

• Ability to balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.

• Strong written and verbal business communication skills; ability to communicate and coordinate with others on varied and occasionally complex issues in a courteous and professional manner.

• Strong attention to detail in daily functions and communication in order to effectively research, develop, compile, and present information.

• Strong interpersonal skills, including the ability to work professionally with campus colleagues, leadership, students and external constituents at all levels.

• Modeling and delivering Rollins’ service philosophy through competent, collaborative, responsive, respectful, and inclusive service to others.

• Ability to take initiative to implement changes and new ideas to advance the College mission.

• Ability to use tact and good judgment in resolving work problems and dealing with the public, students, staff, and faculty. Interacts professionally with internal and external constituents at all times.

• Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.

• Ability to contribute to, help foster, and sustain a diverse and inclusive learning and working environment at Rollins.

• Demonstrated cross-cultural awareness and communication skills to maximize effective collaboration across diverse groups.

• Ability to engage students and colleagues around issues of privilege, prejudice, bias, intolerance and effectively intervene when such issues arise in our community.

Preferred Qualifications:

• Experience working in a college environment. 

Work Schedule:

The Administrative Assistant is a full-time, 10-month appointment, scheduled to work August through May, 7.5 hours/day, 37.5 hours per week. The schedule for this role is Monday-Friday, 8:30am to 5:00pm*

*Flexible schedules or overtime may be required to meet the demands of the academic calendars.

Work Environment:

• In-person, campus-based position working in an office environment.

• Work requires some visual strain due to work on computer.

To learn more about Rollins effort about the College’s response to COVID-19, please click here: https://www.rollins.edu/covid/

 

Screening of applications will begin immediately.

About Rollins College:

Rollins is committed to fostering a diverse and inclusive campus community, and the College celebrates the open exchange of ideas within a climate of civility and mutual respect. We view differences—from race and ethnicity to sexual orientation and political perspectives—as rich opportunities for understanding, learning, and growth. to learn more, please click here:

https://www.rollins.edu/about-rollins/diversity-inclusion/index.html

Through its mission, Rollins College is firmly committed to creating a just community that embraces multiculturalism; persons from historically under-represented minority groups are therefore encouraged to apply. Rollins does not discriminate on the basis of sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender identity, gender expression, genetic information, physical characteristics, or any other category protected by federal, state, or local law, in its educational programs and activities.