Academic Administrative Specialist (Communications)

The University of North Florida Board of Trustees; United States; On-site; USD 20,000 - 29,000; Full time

Job summary

University of North Florida is seeking an Administrative Secretary to provide essential administrative and operational support to the School of Communication. You will be the primary contact for students, faculty, staff and visitors, assisting the Director and office manager with daily operations, records, communications, and department projects.

The role involves coordinating travel, budgeting, scheduling, newsletters, and events, with opportunities to work on outreach and website updates while

Qualifications

• High school diploma and 2+ years of relevant experience.
• Experience in higher education preferred.
• Familiarity with budget tracking, travel processing and purchasing.

Responsibilities

• Prepare, edit, and distribute correspondence, reports, newsletters, forms, requisitions, course materials, and other departmental documents.
• Maintain departmental files, records, and confidential information per university policies.
• Schedule appointments, meetings, and events; maintain calendars.
• Coordinate travel authorizations, reimbursements, purchasing requests, and budget-related docs with faculty, director and office manager oversight.
• Gather information and prepare materials for reports and special projects.
• Serve as first point of contact for students, faculty, staff, alumni, and visitors.
• Answer and direct calls, respond to inquiries, and provide information on departmental services.
• Monitor departmental email accounts and route communications accordingly.
• Distribute mail and maintain office communications.
• Support faculty with course-related admin processes, including syllabi review and scheduling.
• Assist student services functions, including internship documentation and enrollment inquiries.
• Assist with departmental newsletters, marketing communications, and outreach.
• Coordinate logistics for meetings, workshops, events, guest speakers, and receptions.
• Update department website content; ensure ADA accessibility compliance.
• Assist with digital communications and departmental announcements.
• Monitor supplies and coordinate purchasing; maintain office equipment and service requests.
• Create and track work orders and facilities requests.
• Maintain a professional, organized, and welcoming office environment.
• Provide backup support to Office Manager.

Skills

Administrative procedures

Office operations

Records management

Budgeting

Microsoft Office

ADA accessibility

Communication

Organization

Flexibility

Workday

Education

High school diploma or equivalent

Tools

Workday

Microsoft Office Suite

Website content management

Content management system

Job description

University of North Florida is seeking an Administrative Secretary to provide essential administrative and operational support to the School of Communication. You will be the primary contact for students, faculty, staff and visitors, assisting the Director and office manager with daily operations, records, communications, and department projects.

The role involves coordinating travel, budgeting, scheduling, newsletters, and events, with opportunities to work on outreach and website updates while