Administrative Assistant, Institutional Development

The District Board of Trustees of Pensacola State College, Florida; Pensacola (FL); On-site; USD 28,000 - 34,000; Full time

Job summary

Pensacola State College seeks an Administrative Assistant to provide high-level support to the Executive Director, Institutional Development, and departmental staff. This full-time position requires professionalism, accuracy, and strong customer service across diverse stakeholders.

Responsibilities include preparing letters and reports, scheduling meetings, recording minutes, managing files, and coordinating event logistics. Flexibility for evenings/weekends may be needed.

Qualifications

• High school diploma or GED and four years of secretarial experience.
• Proficiency with Microsoft Office Suite in a networked office.
• Background checks as required by FDLE and college policy.

Responsibilities

• Provide administrative support to the Executive Director and staff.
• Prepare letters, reports, and maintain files; answer phones.
• Coordinate meetings, prepare agendas, record minutes, and manage calendars.
• Assist with event logistics, donor database entry, and communications.

Skills

Secretarial experience

Communication skills

Organization skills

Nonprofit customer service

Education

High school diploma or GED

Tools

Blackbaud Raiser's Edge

Microsoft Office

Job description

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 is a full-time career service position with an anticipated start date of October 2026. The Administrative Assistant will provide administrative support to the Executive Director, Institutional Development and departmental staff. The Administrative Assistant will perform a wide range of administrative support tasks, including, but not limited to, preparing letters and reports, maintaining files, and answering phones; helping with event logistics and mailings; working effectively in a diverse community and meeting the needs of diverse populations; following complex instructions; and providing exceptional customer service assistance to faculty, staff, students, donors, board members, volunteers, and visitors. The Administrative Assistant will maintain clean and orderly office reception areas, meeting rooms and shared spaces. Additionally, the Administrative Assistant will coordinate and arrange meetings, prepare agendas, record and transcribe minutes of meetings; maintain departmental calendars; make recommendations to improve efficiencies; review news and nonprofit publications; and enter information accurately in donor database. The Administrative Assistant will be required to demonstrate professionalism in his or her appearance, communication, and conduct at all times. This position may require availability to work flexible hours, including evenings and weekends. This position reports to the Senior Executive Assistant, Institutional Development.

MINIMUM QUALIFICATIONS

Graduation from high school or GED equivalency, four years secretarial experience, and demonstrated computer skills, including proficiency with Microsoft Office Suite (including Word, Excel, Publisher, Outlook, etc.) in a networked office setting, and internet navigation. College course work 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

Prefer experience using Blackbaud Raisers Edge; nonprofit customer service experience; excellent communication and organization skills; and expert experience in Microsoft Office programs.

ANNUAL SALARY

$31,000.00 (15.90/hour)

APPLICATION DEADLINE

Application Deadline: Open Until Filled – Review of applications will begin October 12th, 2026. For first review by screening committee, the online application and supplemental materials must be received by October 11th, 2026.

Pensacola State College offers a comprehensive benefits package for health, dental, vision, hospitalization, and supplemental insurance benefits through the State of Florida’s Group Insurance Program. All employees in established, eligible positions are members of the Florida Retirement System from their first day of employment. Other benefits offered include participation in the wellness program, tuition waivers, educational opportunities, and paid sick leave. Additional leave types are position specific.

Pensacola State College does not discriminate against any personon the basis ofrace,color,ethnicity,religion,sex (as defined by applicable federal and state law),national origin,age,disability, genetic information, pregnancy, ormaritalstatus in its educational programs, activities, or employment. For inquiries regarding the College’s nondiscrimination policies, contact the Civil Rights Compliance Officer at [phone], Pensacola State College, 1000 College Blvd., Pensacola, Florida 32504.

Located on Florida’s beautiful Emerald Coast, Pensacola State College is the oldest of the 28 institutions in the Florida College System. With six campuses and centers - Pensacola, Warrington, Milton, South Santa Rosa, Century and downtown Pensacola, the College serves approximately 26,000 students. Since opening its doors with 136 students in a Pensacola boarding house in 1948, more than 110,000 students have earned bachelor’s degrees, associate degrees and workforce certificates from the College.