"Administrative Assistant"

Job Description Summary

The application deadline for this position is 11:59pm EST on August 21, 2025.

The Administrative Assistant for the Institute of Public Safety provides direct administrative support and assists with the general coordination of day-to-day office operations including providing customer service, maintaining schedules, coordinating meetings, general bookkeeping, and other administrative support tasks. This position may supervise the work of others.

Job Description

Responsibilities and Duties Include:

• Greets visitors, answers phones, responds to inquiries, and resolves issues based on established college policies, making appropriate referrals as needed.
• Performs a wide variety of administrative tasks including data entry and the drafting, editing, and revision of letters, reports, and other materials.
• Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facility arrangements.
• Performs various duties related to maintaining one or more individual schedules and coordinates travel arrangements when appropriate.
• Manages payroll functions including the submission and audit of timesheet entries for staff, faculty, and work-study employees.
• Performs basic, routine bookkeeping functions relative to program/department budget including tracking purchases and expenditures, and may assist in the budget development process.
• Facilitates, monitors and/or oversees department purchasing, inventory and requisitioning of supplies and equipment.
• Prepares special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources.
• Maintains accurate databases; accesses and updates the Automated Training Management System (ATMS) database maintained by the Florida Department of Law Enforcement (FDLE).
• Assists in the development or upkeep of the department/area webpage including social media and web presence.
• May supervise and oversee the activities of student employees.
• Assists in the planning and coordination of special events, which may include logistics, contracts, hospitality, staffing, etc.
• Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.
• Strictly honors the privacy, security, and confidentiality of student records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures.
• Provides service excellence through courteous, informed, accessible, and professional engagement.
• Performs other duties as assigned.

Reports to: Business Manager, Institute of Public Safety

QUALIFICATIONS

Required:

An associate degree with two (2) years of related work experience or a combination of completed education and/or related work experience equal to four (4) years.

Additional Requirements:

A criminal background check will be conducted.

General Knowledge, Skills, and Abilities

• Ability to work successfully in a multi-cultural environment.
• Adaptability to Change – able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment.
• Communication – able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.
• Critical Thinking & Judgement - able to make well-reasoned, sensible, and timely decisions based on careful, objective review and informed analysis of available information, considerations, and other factors.
• Customer Service – ability to respond promptly and courteously to all questions from students and faculty, demonstrating patience and persistence when helping students with little or no computer skills.
• Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.
• Organization & Time Management – able to plan, schedule, and organize tasks related to the job to achieve goals within or ahead of established time frames.
• Problem Solving – proven skills in identifying issues, determining their cause, developing creative solutions, and following through with implementing resolutions.
• Team Orientation & Interpersonal — highly motivated team-player with ability to develop and maintain collaborative relationships with all levels within and external to the organization.
• Relationship Management – able to personally provide high level of interactive service to others, building relationships and addressing identified needs.
• Results Orientation – proven ability to set and exceed established targets.
• Detail Oriented - Proven accuracy and attention to detail.
• Multi-task - Ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.