Administrative Assistant

Pensacola State College - Pensacola, FL

Pensacola, FL

Educational Services

About the position

Join the PSC family and connect with accomplished and diverse colleagues who inspire and innovate students and transform lives and futures. Along with helping our students reach their goals, Pensacola State makes career fulfillment a reality.

Responsibilities

• Coordinates and schedules meetings, prepares agendas, reserves and prepares meeting facilities, and records and transcribes minutes of meetings.
• Screens incoming phone calls and office visitors, providing information not requiring professional staff attention; refers students and/or visitors to appropriate persons or department when necessary.
• Conduct regular reviews and audits of client information entered into the department's student data system by the data entry staff to ensure data security and integrity.
• Composes department-related communications and prepares reports; in particular, those related to the department's client data and more specifically, the department's Annual Performance Report.
• Sets up and maintains office files, correspondence and related records. This includes maintaining a secured system for the storage of department client information and records - both paper and electronic - as required by federal, state, and institutional regulations and guidelines.
• Assists with the preparation and management of the department's annual budget, including maintaining administrative records regarding budget development and other financial transactions; processing personnel and payroll documents; and preparing check/purchase order requisitions, budget amendments, property disposition, and various other budget-related forms.
• Is responsible for department travel arrangements and reporting, including drafting travel requisitions, making necessary transportation and lodging reservations, and submitting post-travel expense reports.
• Monitors and orders department supplies and equipment.
• Assists in developing brochures, instructional materials, programs and other printed materials as required; orders and renews departmental subscriptions and publications.
• Supervises data entry and office assistant staff. Supports the recruitment, hiring, onboarding and training of those staff members.
• Compiles information, prepares regular or special reports on departmental activities, maintains related departmental records, and provides necessary documents and forms for staff members use.
• Serves as a liaison with faculty and administrative personnel to communicate directives or to provide departmental information.
• Serves as liaison with provider of student data record system.
• Responsible for knowing and conforming to all safety practices and regulations that apply to this specific area and position. Unsafe conditions should be reported to the immediate supervisor and to the Pensacola State College Police Department/Public Safety as needed.
• Performs other duties as assigned.

Requirements

• Graduation from high school or GED equivalency.
• Four years secretarial experience.
• Demonstrated data entry experience and computer skills, including proficiency with databases, Microsoft Office Suite in a networked office setting, and internet navigation.
• Successful results of a criminal background check are required.
• College course work may be substituted on a year for year basis for the required experience.

Benefits

• Major medical insurance
• Life insurance
• Florida retirement contributions
• Participation in the wellness program
• Tuition waivers
• Educational opportunities
• Paid sick leave
• Supplemental life, dental, vision, and disability insurance available at group rates.