Administrative Assistant

Position Number : HR0576.00000

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

Posting Number : S3617P

Location(s) :

Orlando, FL 32811 - West Campus, Kissimmee, FL 34744 - Osceola Campus

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

Up to 25 hours / week (Some evenings may be required based on business needs) :

• West Campus — Available Monday through Friday
• Osceola Campus — Available 3–4 days per week

Number of Vacancies :

Posting Start Date :

10 / 30 / 2025

Posting End Date : 11 / 06 / 2025

Open Until Filled : No

Quicklink for Posting :

https : / / valenciacollege.peopleadmin.com / postings / 40950

Salary Range : $16.72 per hour

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.

Description of Job Function :

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

Description of Job Function :

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

Description of Job Function :

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

Description of Job Function :

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.

Description of Job Function :

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.

Description of Job Function :

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

Description of Job Function :

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

Description of Job Function :

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

Description of Job Function :

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

Description of Job Function :

11. Performs other related duties as assigned.

Drivers License Requirement :

Not Applicable

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 :

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.