Administrative Assistant

Position Title

Administrative Assistant

Job Type

Staff

FT/PT

Part-Time

Employee Class Description

C3-Staff PT (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 strategic liaison between departmental personnel and senior 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.

Grade

2022

Exemption Status

Non-Exempt

Location(s)

Kissimmee, FL 34744 - Osceola Campus

Proposed Work Schedule (Please note hours subject to change based on business needs)

25 hours per week:
Monday – Thursday 9 am – 3:30 pm (Hours may vary per semester)

Number of Vacancies

1

Salary Range

$16.72 per hour

Responsibilities

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.

Coordinates with other academic divisions to ensure room scheduling, required equipment, facilities utilization, & documentation processing.

Supports the administrator in maintaining and monitoring departmental budgets and expenditures, including but not limited to preparation, analysis and research as needed.

Coordinates travel arrangements for department administrators; prepares and processes expense reports for departmental travel and monitors expenditures.

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.

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.

Generates various reports and documentation by researching, compiling, and analyzing data to support supervisor in organizational functions and decision-making.

Communicates and enforces organizational policies and procedures, manages unique requests, and provides ongoing support to internal and external stakeholders.

Answers incoming telephone calls for the department, answers questions, resolves issues, takes messages or forwards calls to the appropriate person or department.

May support faculty and staff hiring, contract development, on-boarding, and payment processing.

Performs other related duties as assigned.

Required

Minimum Education

High school diploma or general education degree (GED).

Preferred Education & Field of Study

Associates Degree or any equivalent combination of related education, training, and/or experience.

Preferred Type of Experience

• Advanced secretarial training.
• Progressively responsible experience involving staff assistance and advanced clerical/secretarial work which demonstrates ability to work without close supervision.

Knowledge,

Skills and Abilities

Knowledge of the principles and practices of office administration.

Knowledge of the principles and practices of event coordination and/or training and development.

Skill in the use of personal computers and general office software.

Excellent customer service and interpersonal skills.

Ability to communicate effectively orally and in writing.

Ability to take initiative and work with limited supervision.

Ability to think through problems and seek solutions.

Ability to conduct research, make recommendations, and prepare reports and spreadsheets.

Ability to organize work, prioritize multiple assignments, make appropriate decisions, and meet deadlines.

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,…