Academic Support Coordinator

Rollins College; Winter Park (FL); Vor Ort; USD 25.000 - 39.000; Vollzeit

Benefits dieser Stelle

Paid Time Off

Paid Holidays

Medical Insurance

Dental & Vision Insurance

Employer Retirement Contributions

Free Full Tuition for Employees and, (

On-campus dining discounts

Zusammenfassung

Rollins College in Winter Park, FL seeks an Academic Support Coordinator & Executive Assistant to support the Dean and Associate Dean of the College of Liberal Arts. The role involves managing calendars, preparing documents, handling confidential matters, and coordinating travel and events.

Responsibilities include meeting coordination, CV and syllabus management, and acting as the primary liaison across offices.

Qualifikationen

• High school education plus two years of additional business, technical, or college training or equivalent combination of education and experience.
• At least four years of job related experience.
• Strong knowledge of Microsoft Office Suite would be advantageous.

Aufgaben

• Manage the calendars of the Dean & Associate Dean of the College of Liberal Arts by scheduling appointments, meetings, colloquia, and workshops.
• Prepare correspondence, memos, reports, and handouts for meetings and send communications/files on behalf of the Office of the Dean of the College of Liberal Arts.
• Answer and route incoming calls, welcome visitors, monitor the Outlook email account, and serve as the primary contact between the Office of the Dean of the College of Liberal Arts and administrators, faculty, staff, parents, students, vendors, etc.
• Coordinate & maintain faculty CVs collection and syllabi collection processes.
• Assist with travel arrangements for the Dean & Associate Dean, including airline, hotel, and rental car arrangements.

Kenntnisse

Microsoft Office

Customer service

Communication

Time management

Interpersonal skills

Handling confidential information

Ausbildung

High school + 2 years additional training/education

4+ years related experience

Tools

Outlook

Data management

Jobbeschreibung

Academic Support Coordinator & Executive Assistant

Job
Summary:

The Rollins College Office of the Dean of the College of LiberalArts is seeking a service oriented Academic Support Coordinator& Executive Assistant to join their team!

• Manage the calendars of the Dean & Associate Dean of theCollege of Liberal Arts by scheduling appointments, meetings,colloquia, and workshops.
  
• Provide individual support to the Dean & Associate Dean ofthe College of Liberal Arts regarding highly sensitive andconfidential matters, including student issues, salaries,performance issues, and legal matters.
  
• Prepare correspondence, memos, reports, and handouts formeetings. Send communications/files on behalf of the Office of theDean of the College of Liberal Arts.
  
• Answer and route incoming calls, welcome visitors, monitor theOutlook email account, evaluate the priority order of incomingrequests, and serve as the primary contact between the Office ofthe Dean of the College of Liberal Arts and administrators,faculty, staff, parents, students, vendors, etc.
  
• Coordinate & maintain faculty curriculum vitae (CV)collection.
  
• Coordinate & maintain syllabi collection process with theAssistant Provost & Administrative Assistants.
  
• Maintain, digitize, and update Faculty File archivalprocess.
  
• Assist with travel arrangements for the Dean & AssociateDean of the College of Liberal Arts, including airline, hotel, andrental car arrangements.
  
• Work with the Faculty Data Manager to arrange logistics(including catering and special needs) for on-campus and off-campusevents related to the Office of the Dean of the College of LiberalArts (example, CLA Faculty Retreat, Dean of CLA Office Retreat, andCelebration of Tenure).
  
• Serve as the Academic Support Liaison.
• Meet with Administrative Assistants at least once a month in alarge meeting setting. Collect summer availability for all academicand administrative assistants, notify departments of coverage.Provide summer coverage as needed and assist with administrativeassistant search processes.
  
• Create an onboarding process for Administrative Assistants& support personnel with the Dean of CLA & HR. Arrangetraining efforts with administrative assistants.
  
• Serve as support for the Director of the RFLA Program. Assistwith RFLA Assessment needs RFLA budget tracking, reimbursements,foundations summit, and meetings.
  
• Serve as support for the Director the RCC Program. Assist withplanning RCC advisor trainings, tracking course proposals, otherforms and programming.
  
• Schedule interview time with Deans for candidates for full-timefaculty positions.
  
• Maintain annual calendar and spreadsheet of tasks, deadlines,events, and meetings for the Office of the Dean of the College ofLiberal Arts.
  
• Coordinate the tenure, promotion, and review processes for allCollege of Liberal Arts' full-time faculty:
  
  • Work with the Faculty Data Manager on collecting evaluationintention forms/emails
    
  • Schedule workshops for candidates and chairs
    
  • Create and adjust those with access to candidates' Canvaspages
    
  • Add CEC and FEC information to the evaluationspreadsheet
    
  • Confirm Deans' class visits and/or meetings withcandidates
    
  • Proof and send Deans' letters
    
  • Upload evaluation letters from CECs, Deans, FEC, Provost, andPresident and response letters from candidates
    
• Collect sabbatical proposals/reports and send approval letterson behalf of the Provost and the Dean of CLA.
  
• Collect election results with the Faculty Data Manager, sendappointment letters, and prepare an updated contact list of allChairs, Coordinators, Directors, and Admins for the College ofLiberal Arts and the Hamilton Holt School.
  
• Serve as the primary contact for Department Chairs and FacultyDirectors within the College of Liberal Arts.
• Schedule, prepare agendas and logistics, and take minutes atall meetings.
  
• Create and update the Academic Planning Calendar to send toDepartment Chairs & Academic Admins.
  
• Work with Departments to track Academic Award submissions.Track the submission budget codes, check recipient number, workwith other necessary departments to finalize student eligibility toreceive award money. Work with the Director of IR to access data totrack.
  
• Work with I.T. & Marketing to post Dean's List on the CMSWebsite (department website).
  
• Work with the Director of IR to utilize data to track HonorDegree Program Eligibility, Academic Award submission eligibility& reports.
  
• Update and maintain department website(s) &SharePoint.
  
• Work with the Dean of CLA to solicit publications from faculty.Set up the presentation schedule for the Faculty Day ofScholarship.
  
• Maintain inventory of and order office supplies for the Officeof the Dean of the College of Liberal Arts.
• Submit and reconcile expense reports in Chrome River. Submittickets to IT and work orders to Facilities.
  
• Send invitation letters to members of internal/external reviewcommittees. Collect and archive reports once internal/externalreviews are complete for the Assistant Provost for InstitutionalEffectiveness.
  
• Assist the Office of the Dean of the College of Liberal Artswith managing the campus-wide Thomas P. Johnson DistinguishedVisiting Scholars and Artist Program (or TPJ Program). Maintainwebsite, answer inquiries, collect applications, schedule an annualmeeting for the TPJ Selection Committee, send award letters andsupporting documents, file contracts once approved, monitor andoversee the budget, advertise upcoming events, and provide ongoingsupport to applicants/awardees throughout the academicyear.
  
• Manage, onboard, hire, and supervise student employees.

Minimum
Qualifications & Education:

• High school education plus two years of additional business,technical, or college training or equivalent combination ofeducation and experience.
  
• At least four years of job related experience.

Knowledge, Skills, & Abilities:

• Thorough knowledge of Microsoft Office Suite abilities andprocesses.
• The ability to maintain and update files and records with ahigh degree of accuracy.
• A thorough understanding of written English, spelling, andgrammar.
• The ability to understand and interpret complex oral andwritten instructions and documents.
• Ability to use tact and good judgment in resolving workproblems and dealing with the public, students, and staff.
• Excellent customer service and interpersonal skills areimperative.
• Time management skills including the ability to plan scheduleof duties without constant supervision.
• Ability to analyze information and make judgment decisionsunder time and pressure constraints.
• An understanding of college environment and procedures.
• Ability to work independently and handle confidentialmaterial.

Work Schedule:

• This is a full-time appointment, scheduled to work 37.5 hoursper week, 12 months per year, for a total of up to 1950 hoursannually. Schedule will be discussed during the interview.
• Flexible schedules or overtime may be required to meet thedemands of the academic calendars

Work Environment:

• Campus-based, front-facing customer service position, workingin an office and meeting environment.
• Regular use of a computer and databases

Instructions to Applicants:

To apply, please submit an application and upload the followingmaterials:

1. Cover Letter (optional)
2. Resume

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 & VisionInsurances (within 30 days of hire)
• 100% Employer-Funded Health Reimbursement Account($125+/month)
• 100% Employer-Paid Short & Long Term DisabilityInsurance
• 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, sportingevents, 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 fromthe Winter Park SunRail Station
• Local & National Discount Programs, including Winter ParkLocations (i.e. shops, restaurants, gift cards, and more)
• Free E-Training Courses & Professional DevelopmentOpportunities
• IT Software & Laptop Discounts (Apple, Lenovo, andmore)
• College Bookstore Discounts
• Annual Service Awards & Recognition Programs
• Discover what it's like to live in Orlando: Live, Work, Playand Learn
• Plus More!

Rollins offers a competitive hourly rate, along with our generousfull-time benefits package! Click here to review our full-time benefitspackage.

Our Service
Excellence Philosophy:



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

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

Equal Employment Opportunity:

Rollins College is an equal opportunity institution. Rollins doesnot discriminate on the basis of sex, disability, race, age,religion, color, national or ethnic origin, ancestry, maritalstatus, veteran status, sexual orientation, gender identity, genderexpression, genetic information, physical characteristics, or anyother category protected by College policy or federal, state, orlocal law for employment and in our educational programs andactivities. To learn more about our commitments, visit https://www.rollins.edu/diversity-equity-inclusion-belonging/"href="https://www.rollins.edu/diversity-equity-inclusion-belonging/"target="_blank">click here. Any applicant who requiresreasonable accommodations for any part of the application or hiringprocess may contact us by phone or in writing to [e-mail] | 407.646.2102.

Employment Eligibility:



All new employees must be eligible and show employment eligibilityverification by the first date of employment at Rollins College, aslegally required (e.g., Form I-9). Rollins College will requireproof of authorization to work in the United States. Further, basedon the September 18, 2026, Presidential Proclamation and separateexecutive order, the College may not be able to offer H-1Bsponsorship. Particularly the College is not able to pay therequired fee accompanying new H-1B visa petitions.

FLSA Status:

Non-Exempt

Service Months:

12



To apply, visit https://jobs.rollins.edu/jobs/academic-support-coordinator-executive-assistant-orlando-florida-united-states-winter-park-fl

Rollins is the best college in Florida, but don't just take ourword for it. See what the experts are saying. Explore all of theways Rollins is top ranked—from our academic excellence and expertfaculty to our unparalleled campus and one-of-a-kind study abroadopportunities.


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