Associate Administrative Assistant

Job Description

At Palm Beach State College, you will discover a place where ideas come to life and the heartbeat of a county begins. By joining us, you will be exposed to professionals from across the U.S. and abroad who are the strivers, reinventors, explorers, and influencers dedicated to developing talent that fills the most needed workforce roles. As the Panthers, we embrace a community of belonging, caring, and connection for our students and employees. We seek creative individuals to help PBSC fulfill its mission of inspiring hope, advancing skills, and transforming lives.

About this role

Responsible for providing administrative support. Performs confidential duties that require a broad knowledge of department operations. Prepares payroll, processes electronic purchase orders, and assists with department budget activities. Utilizes computer skills to develop complex reports and spreadsheets. Responds to and provides accurate information to students, faculty, staff, and the public.

What a day of an Associate Administrative Assistant looks like:

• Performs highly administrative and secretarial duties that require broad and comprehensive knowledge of the organization's policies and operations.
• Processes forms, reports, memos, and correspondences. Takes minutes at meetings, when requested.
• Sets up, organizes, maintains, and distributes files and manuals as needed.
• Monitors and ensures proper handling of incoming correspondence and deliveries. Manages outgoing mail, in-house memos, and supplies distributions.
• Make business travel arrangements for faculty, staff, or supervisor (e.g., air, hotel accommodations, and car rental).
• Researches and compiles data for special projects. Provides support with spreadsheets to include developing complex tables, charts, and macros.
• Assists with the creation and review of documents, presentations, and manuals.
• Performs administrative support functions such as scheduling use of conference room, appointments, meetings, making photocopies, scanning documents, and screening phone calls.
• Provides assistance with purchasing of office supplies, equipment, and materials. Assists with the preparation of purchase orders and budget approval process.
• Assists with maintaining departmental time entries and requesting payroll adjustments. Verifies time clock information accuracy and submits to supervisor for approval.
• Performs other job-related duties as assigned.

We'd love to hear from you if you have the following:

Education and Experience:

• High school diploma or GED with additional training related to the position
• One year of full-time related experience

Knowledge of:

• Microsoft Office Professional or similar applications

Skilled in:

• Delivering a high level of customer service
• Attention to detail while maintaining effective time and task management

Ability to:

• Maintain strict confidentiality and discretion
• Effectively communicate verbally and in writing on a regular basis with internal and external customers, build relationships, manage customer expectations, and take responsibility for a high level of service
• Interact in a positive manner with diverse populations and varying education levels of students, faculty, staff, and the public

Licenses, Registration, Certifications, or Special Requirements:

• Regular physical attendance required

Work Environment and Physical Demand:

• Reach and grasp objects
• Stoop, bend, kneel, crouch, or crawl
• Use of video display terminal
• Use of manual dexterity and fine motor skills
• Communicate information orally and in writing
• Receive and understand information through oral and written communication
• Proofread and check documents for accuracy

This job description is intended to be generic in nature and describe the essential functions of the job. It is not an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities, and overtime eligibility may vary based on the specific tasks assigned to the position.

The minimum base pay for this position starts at $17.95 per hour; however, the offer may vary based on the candidate's education and experience.

This position is open until filled with a first initial review May 15, 2026.

Wait, there is more!

• Culture: Be part of an inclusive, Panther First environment where every role has a purpose, and employees have a sense of belonging.
• Education Benefits: Tuition fee waiver at PBSC, tuition reimbursement, degree recognition award, educational leave, and more. Public Service Loan Forgiveness institution.
• Health and Wellness: Medical, dental, vision, disability, life insurance, parental leave, and more.
• Generous Time Off: Vacation, sick leave, holidays, and spring and winter breaks offering additional paid time off.
• Panther Perks: Potential remote or hybrid opportunities, wellness programs, and apps related to stress management, nutrition, meditation, and more.
• Professional Development: Leadership programs, professional learning workshops, and more.
• Retirement Investments: State retirement plan options and voluntary 403(b) and 457 plans.