"Administrative Assistant"

Administrative Assistant

Company:
Valencia College

Job Location:
Orlando, 32802

Category:
Administrative Assistants

Type:
Full-Time

Position Number: SE0881.00000

Employee Class Description
C2-Staff (ed. support)

General Position Description
Responsible for providing routine to moderate level administrative duties to ensure the smooth, efficient, and professional operation of the department. Serves as the primary point of contact and resource for faculty, staff, and students, offering expertise in resolving issues, addressing concerns, and responding to requests. Acts as a liaison between departmental personnel and leadership.

Flexible Work Arrangement
Fully On-site: Employee performs all of their job duties at a Valencia College location, with flexibility in the work schedule, if appropriate.

Posting Number: S3713P

Location(s)
Orlando, FL 32811 - West Campus

Proposed Work Schedule (Please note hours subject to change based on business needs)
Monday through Friday from 8am to 5pm.

Posting End Date: 02/06/2026

Salary Range: $ 34,780 per year

Description of Job Function

1. Provides administrative and clerical support to ensure efficient operation execution of routine departmental functions. Maintains and organizes records related to students, faculty, programs, and departmental activities.
2. Coordinates with other academic divisions to ensure room scheduling, required equipment, facilities utilization, & documentation processing.
3. Supports the administrator in maintaining and monitoring departmental budgets and expenditures, including but not limited to preparation, analysis and research as needed.
4. Coordinates travel arrangements for department administrators; prepares and processes expense reports for departmental travel and monitor expenditures.
5. Supports department staff by managing calendars, scheduling meetings, handling basic correspondence, and helping with routine paperwork and forms. Ensures documents are completed and shared with others on time.
6. Coordinates internal and external events and activities by arranging necessary facilities, staffing, and scheduling, while preparing written materials such as procedural manuals, instructional documents, and promotional content.
7. Generates various reports and documentation by researching, compiling, and analyzing data to support supervisor in organizational functions and decision-making.
8. Communicates and enforces organizational policies and procedures, manages unique requests, and provides ongoing support to internal and external stakeholders.
9. Answers incoming telephone calls for the department, answers questions, resolves issues, take messages or forwards calls to the appropriate person or department.
10. May support supervisor with faculty and staff hiring processes, on-boarding, and payment processing.
11. Performs other related duties as assigned.

Drivers License Requirement
Not Applicable

Required Minimum Education
High school diploma or general education degree (GED).

Other Required Qualifications
Two (2) years of experience related to the essential job functions.

Preferred Type of Experience
Progressively responsible experience involving staff assistance and clerical work.

Knowledge, Skills and Abilities

1. Knowledge of the principles and practices of office administration.
2. Knowledge of the principles and practices of event coordination and/or training and development.
3. Skill in the use of personal computers and general office software.
4. Excellent customer service and interpersonal skills.
5. Ability to communicate effectively orally and in writing.
6. Ability to take initiative and work with limited supervision.
7. Ability to think through problems and seek solutions.
8. Ability to conduct research, make recommendations, and prepare reports and spreadsheets.
9. Ability to organize work, prioritize multiple assignments, make appropriate decisions, and meet deadlines.
10. Ability to perform work that requires a high level of attention to detail.

General Working Conditions
This job primarily operates in a professional office environment. The employee will routinely operate standard office equipment including but not limited to computers, keyboards, mouse, phones, photocopiers, printers, scanners, filing cabinets and fax machines. While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.

Typical physical competencies include but are not limited to frequently remaining stationary, moving, reaching, positioning self and occasionally ascending/descending, lifting/moving objects weighing between 5-15 pounds. This job also entails frequently communicating, discerning and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus. Cognitive abilities include but are not limited to frequently using discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making.

The typical work environment, physical and cognitive demands listed above are representative of those that must be met by an employee to successfully perform the essential functions of this job. The College has a process to identify and make available reasonable accommodations to enable individuals with disabilities to perform the essential functions.