Administrative Assistant

Rollins is the best college in Florida, but don't just take our word for it. See what the experts are saying. Explore all of the ways Rollins is top ranked-from our academic excellence and expert faculty to our unparalleled campus and one-of-a-kind study abroad opportunities.

For the 15th consecutive year, Rollins College has been named a "Great College to Work For"! Be a part of the Rollins experience and find a place where you belong. Ready to join us?

Our Service
Excellence Philosophy:

At Rollins, we strive to be responsive, respectful, collaborative, competent, and inclusive in all that we do. Whether serving prospective or current students, alumni, local residents, or our fellow faculty and staff colleagues, these standards define the Rollins service experience.

Click here to learn more about our commitment to Service Excellence at Rollins College!

Benefits
& Perks:

• 15 Days - Paid Time Off (vacation, sick and personal time)
• 10 Days - Paid Holidays
• 5 Days - Paid College Closure Days
• Eligible for Medical, Prescription, Dental & Vision Insurances (within 30 days of hire)
• 100% Employer-Funded Health Reimbursement Account ($125+/month)
• 100% Employer-Paid Short & Long Term Disability Insurance
• Domestic Partner Benefits
• 11.5% Employer Retirement Contributions
• Discounted On-Campus Dining Meal Plans
• FREE On-Campus Parking
• FREE Access to Campus Amenities (gyms, pools, library, sporting events and more)
• FREE Full Tuition for Employees and their Families
• Pet Insurance
• 100% Employer-Funded Employee Assistance Program
• Flexible Spending Accounts
• Award-Winning Wellbeing Programs: Blue Rewards, Rally Dollars, Hinge Health Musculoskeletal Coaching
• Plus More!

Additional Perks:

• Rollins College is conveniently located on multiple Lynx Bus Routes (Winter Park/Rosemont-9 & Winter Park/Springs Village-23) and within walking distance from the Winter Park SunRail Station
• Local & National Discount Programs , including Winter Park Locations (i.e. shops, restaurants, gift cards, and more)
• FREE E-Training Courses & Professional Development Opportunities
• IT Software & Laptop Discounts (Apple, Lenovo, and more)
• College Bookstore Discounts
• Annual Service Awards & Recognition Programs
• Plus More!

Rollins offers a competitive hourly rate, along with our generous benefits package. Click here to review our full benefits package.

Primary Job Functions:

The Critical Media & Cultural Studies (CMC) and Communication Departments are seeking a detailed and service-oriented Administrative Assistant to join their team in person and on campus! The Administrative Assistant serves as the main support person for two academic departments - Critical Media & Cultural Studies (CMC) and Communication.

• Assisting two department chairs and other department faculty with appropriate administrative tasks.
• Answering telephones, screening calls, answering questions, routing calls to the appropriate parties, and recording messages.
• Greeting visitors and answering inquiries from faculty, staff, student, and other visitors.
• Opening, sorting, and appropriately distributing departments' incoming/outgoing mail.
• Tracking and requisitioning office supplies.
• Processing all purchase order requisitions for department furniture, supplies, print service requests, and hotel reservations for faculty candidates.
• Placing orders for examination copies of textbooks.
• Arranging for photocopying of class materials and scanning.
• Operating departments' office equipment; calling for repairs, ordering supplies, and assisting users in operation of machines.
• Managing budgets for the departments of Communication, Critical Media and Cultural Studies, Film Studies, and Advocacy and Social Justice programs.
• Preparing proper online documents for reimbursement of travel, and other expenditures and maintaining appropriate files regarding expenditures, paid invoices, and other relevant accounting/budget information.
• Maintaining accurate and current filing systems for departments, this includes both paper files and electronic files.
• Coordinating and setting-up meetings for department chairs and faculty members.
• Creating and maintaining online booking system for signups and booking through EMS.
• Performing administrative assistant functions for the department faculty members who are serving in chair roles on governance committee and advisor roles for Rollins service organizations.
• Maintaining and updating department and program websites through Cascade.
• Hiring and supervising work-study students by assigning duties and providing a written performance evaluation each semester.
• Managing department events:
  • Global Peace Film Festival
  • Comfest
  • LPH Annual Honor Society for Communication Majors
• Managing course schedules, making edits and updates as needed.
• Assisting with, coordinating, scheduling, and managing faculty searches.
  • Arrange telephone and video interview days/times, contact candidates to schedule on campus visit, book rooms at the Alfond Inn, arrange candidate meals, and schedule appointments for the candidate to meet with the Provost and Dean.

Key Position Competencies:

• Service-Orientation
• Good Judgment
• Adaptability
• Organization
• Proactive Anticipation of Needs
• Solution-Oriented
• Communication
• Computer/Technical Skills
• Mentorship
• Project Management
  
• Reliability and Accountability
• Diversity, Equity & Inclusion (DEI)

Minimum Qualifications:

• At least 2 years of related job experience (e.g. office, customer service, etc.).
• High school diploma plus one year of additional business, technical or college training or equivalent combination of education and experience.

Knowledge, Skills &
Abilities:

• Knowledge and practice of organizational and time management skills.
• Strong technology aptitude to learn and utilize digital tools such as event management technology, email marketing, content management, etc.
• Computer fluency including Microsoft Office Suite, ability to learn and utilize CRM database, reporting tools, and other technology/systems.
• Ability to maintain and update files and records with a high degree of accuracy.
• Ability to analyze information and make judgement decisions.
• Ability to juggle multiple projects with accuracy.
• Thorough knowledge of business English, spelling and grammar, with ability to understand and interpret complex oral and written instructions and documents.
• Excellent communication skills to deal effectively with faculty, staff, and students.

Work Schedule:

The Administrative Assistant role is a full-time 12-month appointment, scheduled to work 7.5 hours/day, 37.5 hours per week. The schedule for this role is:

• Monday - Friday, 8:30 am to 5:00 pm (with a 1 hour paid lunch)

*Flexible schedules or overtime may be required to meet business needs.

Work Environment:

• This is an in-person, campus-based position, working in an open office environment.
• Work requires visual strain due to computer usage.

Instructions to Applicants:

To apply, please submit an application and upload the following materials:

Resume

Cover Letter (optional)

Screening of applications will begin immediately.

Diversity & Inclusion at Rollins:

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 .

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.

FLSA Status:

Non-Exempt

Service Months:

12

Advertised: 27 Aug 2024 Eastern Daylight Time
Applications close: