Administrative Assistant

Job Description

The Administrative Assistant is a full-time career service position with an anticipated start date of July 2026. The Administrative Assistant will provide administrative support to the Executive Director, Institutional Development and departmental staff. The Administrative Assistant will perform a wide range of administrative support tasks, including, but not limited to, preparing letters and reports, maintaining files, and answering phones; helping with event logistics and mailings; working effectively in a diverse community and meeting the needs of diverse populations; following complex instructions; and providing exceptional customer service assistance to faculty, staff, students, donors, board members, volunteers, and visitors. The Administrative Assistant will maintain clean and orderly office reception areas, meeting rooms and shared spaces. Additionally, the Administrative Assistant will coordinate and arrange meetings, prepare agendas, record and transcribe minutes of meetings; maintain departmental calendars; make recommendations to improve efficiencies; review news and nonprofit publications; and enter information accurately in donor database. The Administrative Assistant will be required to demonstrate professionalism in his or her appearance, communication, and conduct at all times. This position may require availability to work flexible hours, including evenings and weekends. This position reports to the Senior Executive Assistant, Institutional Development.

MINIMUM QUALIFICATIONS

Graduation from high school or GED equivalency, four years secretarial experience, and demonstrated computer skills, including proficiency with Microsoft Office Suite (including Word, Excel, Publisher, Outlook, etc.) in a networked office setting, and internet navigation. College course work may be substituted on a year-for-year basis for the required experience. Successful results of a criminal background check are required.

Pursuant to College policy, it is an employment eligibility requirement for an applicant to meet the requirements of § 435.04(2), Florida Statutes, related to background investigations. Any person failing to meet the requirements of the statute will be deemed not qualified to hold employment in this position. A Florida Department of Law Enforcement (FDLE) approved background check will be conducted on every successful candidate as a condition of employment, and any person who fails to disclose any adverse information contained in the background investigation at the time of submitting the employment application will be disqualified from employment.

PREFERRED QUALIFICATIONS

Prefer experience using Blackbaud Raisers Edge; nonprofit customer service experience; excellent communication and organization skills; and expert experience in Microsoft Office programs.

ANNUAL SALARY

$31,000.00 (15.90/hour)

SUPPLEMENTAL MATERIALS

Applicants are required to submit a cover letter, résumé, and unofficial transcripts to supplement the online application. If veteran’s preference is claimed, a copy of the DD-214 must be submitted. Supplemental materials must be uploaded and assigned to the online application. For assistance, contact the recruiting department at HRrecruiting@pensacolastate.edu.

Application Deadline

Open Until Filled – Review of applications will begin May 26, 2026. For first review by screening committee, the online application and supplemental materials must be received by May 25, 2026.