Administrative Assistant

Administrative Assistant

Job Summary:

Rollins College seeks a proactive and detail orientated Administrative Assistant to assist multiple departments and programs (Chemistry, Physics, and the Collaborative Research Fellowship Program).

Primary Job Responsibilities:

• Departmental Support (Chemistry & Physics)
  • Maintain an active, visible, and inviting environment in the Bush Science Center main office.
  • Reconcile department budgets for Chemistry and Physics departments. Keep chairs informed of budget status; allocate Chemistry and Physics dept credit-card expenses on Chrome River; submit faculty expenses for reimbursement on Chrome River on request.
  • Work with department chairs to organize and manage building room usage and schedules.
  • Interface with departmental staff and faculty to purchase laboratory supplies and maintain appropriate budgeting.
  • Support departmental chairs with organization of departmental documents (syllabi, etc.) and maintain departmental records using Canvas or other software.
  • Assist department chairs with scheduling and schedule updates.
  • Coordinate and liaise with departmental student organizations to help organize events.
  • Coordinate departmental events and meetings including reserving space for regular Chemistry & Physics department meetings and send Outlook meeting invitations to faculty.
  • Coordinate, market, budget, and implement departmental events or events in which the department participates.
  • Assist departmental hiring search committees with logistical support, including arranging candidate accommodation and travel, on campus scheduling, and points of contact.
  • Support departmental chairs with organization of departmental documents (syllabi, etc.) and maintain departmental records using Canvas or other software.
  • Work with facilities and housekeeping to manage department/building maintenance and upkeep.
  • Arranging award certificates for Division/Departmental awards ceremony.
• Programmatic Support (Collaborative Research Fellowship Program)
  • Making travel arrangements for and completing travel expense forms for CRF faculty and students.
  • Schedule room reservations and catering for the Fall poster session, summer presentations, and any other CRF-related presentations.

Minimum Qualifications & Education:

• High school education plus one year of additional business, technical or college training or equivalent combination of education and experience.
• Requires at least one year of job related experience (ex. customer service, administrative/office role).

Knowledge, Skills, & Abilities:

• Demonstrated customer service excellence.
• Motivated self-starter, able to work both independently and collaboratively as part of a team.
• Patient and calm demeanor in stressful or high-pressure situations.
• Thorough knowledge of Microsoft Office software.
• Excellent written and oral communication skills.
• Strong attention to detail and time management skills.
• Ability to use tact and good judgment.

Work Schedule:

• Full-time schedule Monday to Friday, 8:30 AM to 5:00 PM, 37.5 hours per week.
• Flexible schedules or overtime may be required to meet the demands of the academic calendars.

Work Environment:

• This is a campus-based position working in Winter Park, FL.
• Front-facing customer service position in an office environment.
• Physical activity includes walking across campus , lifting up to 20 pounds, standing, and sitting long periods of time.

Instructions to Applicants:

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

1. Cover Letter (optional)
2. Resume
3. Provide three reference names and email addresses on application

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
• Plus More!