Administrative Assistant for University Counseling & Support Services

A successful candidate will play an active role in FMU's existing academic and operational success. P erforms complex administrative duties and assists in the coordination of general office functions.

Essential Functions:

• Under minimal supervision; manages the day-to-day office operations of the University Counseling & Support Services (UCSS).
• General office duties: phone calls, messaging, ordering supplies, and maintaining records management database systems.
• Manage department calendars, emails, and business numbers.
• Assist in event coordination, setup, and execution.
• Maintains organization of files and electronic data using assigned confidential, and in some cases share drives. Supports the department in the collection of data for internal reporting to support decision-making and planning.
• Assist in the scheduling of students and maintain a secure filing system for student records.
• Provide general support to students.
• Responsible for planning, implementing, and completing special projects and assignments.
• Act as the point of contact for internal and external visitors.
• Display behavior consistent with professional ethics and the FMU faculty and staff handbook.
• The omission of specific duties does not preclude the supervisor from assigning duties that logically relate to the position.

Required Knowledge, Skills, and Abilities:

• Ability to handle information of sensitive and confidential nature in the utmost professional manner. Demonstrate a high level of professionalism, initiative, resourcefulness, and personal accountability.
• Maintain the privacy and confidentiality of information, protect the assets of the institution, act ethically and with integrity, and adhere to FMU’s Code of Conduct and policies and procedures.
• Effective analytical and decision-making skills. Excellent communication (oral and written), organizational, and time management skills. Effective interpersonal skills and ability to work with diverse constituents.
• Attention to detail and adaptability to a changing environment is extremely important as well as dependability.
• Manage, prioritize, and accomplish multiple tasks/projects simultaneously in a deadline-driven environment.
• Moderate physical activity. Requires handling objects of average weight up to fifty (50) pounds or standing and/or walking for more than four (4) hours per day.
• Note: In compliance with the American Disabilities Act (ADA), those functions of the job which are identified as essential are required to be performed with or without reasonable accommodations. Requests to facilitate the performance of essential functions will be given careful consideration.

Qualifications:

• A minimum of an associate’s degree is preferred.
• Ability to perform complex tasks and prioritize multiple projects.
• Flexibility to work outside of normal business hours, ability to maintain a flexible work schedule that may include working nights and weekends.
• Knowledge and understanding of the organizational structure, workflow, and operating procedures.
• Proficiency in MS Office Suite, LinkedIn Learning, as well as knowledge and understanding of the organizational structure, workflow, and operating procedures. Familiar with Jenzabar technology suite for higher education.
• Pre-Employment screening is required: criminal background check and drug testing.

Qualified applicants are asked to upload a cover letter of interest, resume/curriculum vitae, and/or certifications, if applicable.

Supplemental Information

In addition to the completed application, candidates must submit a list of three professional references (at least one from a previous employer) that includes names and contact information. Review of application materials will begin ASAP and will continue until the position is filled. No phone calls, please.

Florida Memorial University is an Equal Employment Opportunity Employer.