Administrative Assistant

Job
Summary:

The Rollins College Facilities Services
team is seeking an Administrative Assistant to join their team! The Facilities Services Administrative Assistant is the first point of
contact for students, faculty, staff, parents, visitors, and vendors interacting with the department. This role is critical in providing
outstanding customer service while ensuring the smooth daily operation of the Facilities front office. The Administrative Assistant will
manage communications, service requests, scheduling, administrative support, and coordination with internal and external
partners.

Primary Responsibilities:

• Administrative Support & Communications
  • Serve as the first point
    of contact at the Facilities Services front desk.
  • Answer phones, dispatch radio calls, input and assign service requests, and assist
    direct walk-in traffic.
  • Oversee Ticketing Dashboard to review and route all requests.
  • Work closely with the Facilities
    Services management team and other departments to ensure seamless communication and efficient response to campus needs.
  • Update
    Facilities Services intranet content as needed.
  • Oversee campus floor plans storage and respond to requests of floor plans by
    internal and external parties.
  • Maintain pest control services logbook and provide follow up notes on completed requests.
  • Maintain and manage appointments and office calendars to coordinate meetings.
  • Draft, proofread, and distribute correspondence
    and communications on behalf of department leadership.
  • Compose original content for internal and campus-wide communications using
    general outlines.
  • Perform general office tasks such as filing, printing, copying, and sorting mail.
  • Provide front office
    support for key management and inventory updates.
  • Assist with lock shop hours, resetting Intellikeys that are expired, and
    distributing new keys to students and staff as requested.
  • Ensure front office coverage at all times; responsible for coordinating
    backup coverage in advance of planned PTO or in the event of unplanned absences, as this role is the first point of contact for Facilities
    Services.
  
  
• Financial and Operational Coordination
  • Assist with vendor setup and
    coordination.
  
  
• Systems & Software Support
  • Use and support the department’s work order ticketing system (TDX) by
    tracking service requests and assisting users as needed.
  
  
• Departmental Collaboration
  • Provide backup support for
    other front office positions as needed.
  • Provide assistance when necessary to the Facilities Services leadership and project
    teams.
  
  
• Emergency Preparedness
  • Position is Emergency Essential, serving as a key on-campus administrative support
    contact for Facilities Services during campus-wide emergency and hurricane response efforts.
  • Assist with communications,
    coordination, and resource deployment as needed during critical events.
  
  

Minimum

Qualifications & Education:

• High School diploma or equivalent.
• Minimum of 2 years of
  professional-related experience.
• Valid Florida Driver’s License to operate College vehicles and golf carts.

Preferred Qualifications:

• Bachelor’s degree from an accredited university or college.
• Work experience
  in higher education or a facilities/construction environment.
• Familiarity working with an order ticketing system (i.e. TDX) and/or
  financial and budgeting system (i.e. Chrome River).

Knowledge, Skills, & Abilities:

• Strong customer
  service orientation with a professional and friendly demeanor.
• Proficiency in Microsoft Office (Excel, PowerPoint, Outlook) and
  ability to quickly learn new systems.
• Excellent time management and organizational skills with the ability to prioritize in a
  fast-paced, deadline-driven environment.
• Strong interpersonal skills with a collaborative approach and the ability to work well in a
  team-oriented setting.
• Sound judgment, discretion, and professionalism in dealing with sensitive issues.

Work
Schedule:

• The Administrative Assistant role is a full-time, 12-month appointment, scheduled to work 37.5 hours per week,
  1,950 per year.
• Standard schedule is Monday through Friday, 8:30 AM – 4:30 PM. A 30-minute unpaid lunch break is provided daily.
  Any PTO or sick days must be coordinated in advance to ensure uninterrupted front office coverage.
• Flexible schedules and/or
  overtime may be required.

Work Environment:

• Campus-based, customer service role in an office environment.
  • This position is based in the main Facilities Services building and serves as the central hub for all campus maintenance, repair,
    landscaping, capital projects, and support services. The Administrative Assistant plays a vital role in upholding the department’s
    reputation and ensuring positive interactions across the College community.
  
  
• Prolonged periods of sitting at a desk and
  visual strain working on a computer.

Instructions to Applicants:

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

1. Cover letter (optional)
2. Resume

Screening of applications will begin
immediately.

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!

Additional Perks:

• Rollins College is conveniently located on multiple Lynx Bus Routes (Winter Park/Rosemont-9 & Winter Park/Springs
  Village-23) and within walking distance from the Winter Park SunRail Station
• Local &
  National Discount Programs, including Winter Park Locations (i.e. shops, restaurants, gift cards, and more)
• Free E-Training Courses
  & Professional Development Opportunities
• IT Software & Laptop Discounts (Apple, Lenovo, and more)
• College Bookstore
  Discounts
• Annual Service Awards & Recognition Programs
• Discover what it’s like to live in Orlando: Live, Work, Play and
  Learn
• Plus More!

Rollins offers a competitive hourly rate of $18.54, along with our generous full-time benefits package!
Click here to review our full-time benefits package.

Our Service

Excellence Philosophy:

At Rollins, we strive to be responsive, respectful, collaborative, competent,
and inclusive in all that we do. Whether serving prospective or current students, alumni, local residents, or our fellow faculty and staff
colleagues, these standards define the Rollins service experience.

Click here to learn more about our commitment to Service Excellence at Rollins College!

Equal
Employment Opportunity:

Rollins College is an equal opportunity institution. Rollins does not discriminate on the basis of
sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender
identity, gender expression, genetic information, physical characteristics, or any other category protected by College policy or federal,
state, or local law for employment and in our educational programs and activities. To learn more about our commitments, visit click here. Any applicant who requires reasonable accommodations for any part of the
application or hiring process may contact us by phone or in writing to [email protected]” TARGET=”_blank”>https://apptrkr.com/get_redirect.php?id=6574076&targetURL=mailto:[email protected]” target=”_blank” rel=”noopener noreferrer”>[email protected] | 407.646.2102.

FLSA Status:

Non-Exempt

Service Months:

12

To apply, visit https://jobs.rollins.edu/cw/en-us/job/493806

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