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Administrative Assistant / Retention Specialist

Join the PSC family and connect with accomplished and diverse colleagues who inspire and innovate students and transform lives and futures. Along with helping our students reach their goals, Pensacola State makes career fulfillment a reality.

Job Description:

The Administrative Assistant/Retention Specialist position performs duties in support of the Basic Needs for Postsecondary Students grant program relating to the programs, services, and resources available to assist in the recruitment, retention, and support students served through the Basic Needs grant. Establishes a network of resources within the organization and community to assist in student basic needs support. Performs administrative duties for the Pirates CARE Student Resource Center and assists with the oversight of campus food pantries. Reports to the Executive Director, Institutional Equity and Student Conduct. This is a grant funded position.

Duties and Responsibilities:
  • Screens and directs all general office communications, maintains all files, and is responsible for all administrative office functions.
  • Provides assistance to students applying for basic needs emergency aid grants.
  • Monitors use and provides assistance to students using the Pirates CARE Student Resource Center computer stations.
  • Disseminates informational materials to prospective students to be served through basic needs grant programs and services.
  • Assists students on an individual basis and answers questions regarding basic needs grant program and services.
  • Assists with the oversight of the campus food pantries including assisting students receiving items from the pantries.
  • Keeps accurate inventory of campus food pantry supplies.
  • Composes letters and prepares reports.
  • Monitors and orders department materials and supplies.
  • Maintains records regarding budgets and other financial transactions.
  • Compiles information, prepares regular and special reports on departmental activities.
  • Assists with organizing and conducting support activities for students.
  • Assists with student outreach events to raise awareness of basic needs grant program.
  • Prepares check requisitions, purchase orders, budget amendments, travel request, property disposition and various other forms.
  • Assists in developing recruiting materials, letters, flyers, and brochures to be used in support of the grant.
  • Serves as liaison between various departments or agencies and the student, clarifying procedures and practices.
  • Responsible for knowing and conforming to all safety practices and regulations that apply to this specific area and position. Unsafe conditions should be reported to the immediate supervisor and to the Pensacola State College Police Department/Public Safety.
  • Performs other duties as assigned.
Essential Functions:
  • Provides excellent customer service through the use of appropriate written and verbal communications including, but not limited to, the telephone, email, voicemail, face-to-face, and written correspondence.
  • Possess and demonstrate strong verbal and written communication skills.
  • Ability to create and make presentations to individuals or groups.
  • Use of computer software to create reports and correspondence, grant materials, tracking data, etc.
  • Proficiency in Microsoft Office Suite computer software program including Microsoft Word, Excel, PowerPoint, and Publisher.
  • Possess and use basic mathematical skills.
  • Display a high level of enthusiasm and motivation and willingness to take initiative with new recruiting ideas.
  • Ability to work with a diverse population and effectively respond to questions from groups including students, parents, clients, customers, and general public.
  • Daily use of normal office equipment.
  • Scheduled work involves some evenings, weekends, and/or variation in work hours for recruiting projects, registration times, and special college and/or community events.
  • May have occasional in-district and overnight travel.
Minimum Qualifications: Graduation from an accredited institution with an associate’s degree and four years office/administrative experience. College coursework may be substituted on a year for year basis for the required experience. Successful results of a criminal background check are required.

Pursuant to College policy, it is an employment eligibility requirement for an applicant to meet the requirements of § 435.04(2), Florida Statutes, related to background investigations. Any person failing to meet the requirements of the statute will be deemed not qualified to hold employment in this position. A Florida Department of Law Enforcement (FDLE) approved background check will be conducted on every successful candidate as a condition of employment, and any person who fails to disclose any adverse information contained in the background investigation at the time of submitting the employment application will be disqualified from employment.

Preferred Qualifications: Experience in administrative and microcomputer applications. Preference will be given to qualified individuals from a background similar to the target population.

Supplemental Materials: All supplemental materials must be submitted electronically via the Workday applicant portal. For questions or to obtain assistance uploading the supplemental materials, contact HR Recruiting at HRrecruiting@pensacolastate.edu .

Application Deadline: Open Until Filled – Review of applications will begin July 1, 2024. To receive full consideration, the online application and supplemental application materials must be received by June 30, 2024.

The benefits package provided by the College includes major medical insurance, life insurance and Florida retirement contributions. Other benefits offered include participation in the wellness program, tuition waivers, educational opportunities, and paid sick leave.

Supplemental life, dental, vision, and disability insurance are available at group rates.

Pensacola State College does not discriminate against any person on the basis of race, ethnicity, national origin, color, gender/sex, age, religion, marital status, pregnancy, disability, sexual orientation, or genetic information in its educational programs, activities or employment. For inquiries regarding Title IX and the College’s nondiscrimination policies, contact the Executive Director of Institutional Equity and Student Conduct at (850) 484-1759, Pensacola State College, 1000 College Boulevard, Pensacola, Florida 32504.

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