Administrative Assistant, Institutional Development

WSRE; Pensacola (FL); On-site; USD 28,000 - 34,000; Full time

Job summary

WSRE is seeking an Administrative Assistant to support the Executive Director and Institutional Development staff. The role involves a broad range of office tasks, event coordination, and donor database entry, with a start date in October 2026.

Minimum qualifications include a high school diploma, 4 years of secretarial experience, and strong MS Office skills. The position requires flexibility, including evenings and weekends as needed, and includes a comprehensive benefits package.

Qualifications

• High school diploma or GED required.
• Four years of secretarial experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Publisher, Outlook).
• Successful completion of a background check.
• College coursework may substitute for experience on a year-for-year basis.

Responsibilities

• Provide administrative support to the Executive Director and staff.
• Prepare letters and reports, maintain files, and answer phones.
• Assist with event logistics, mailings, and reception areas.
• Coordinate meetings, prepare agendas, and record minutes.
• Maintain departmental calendars and donor database information.
• Demonstrate professionalism in appearance, communication, and conduct.

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)

SUPPLEMENTAL MATERIALS: Applicants are required to submit a cover letter, résumé, and unofficial transcripts to supplement the online application. If veteran’s preference is claimed, a copy of the DD-214 must be submitted. Supplemental materials must be uploaded and assigned to the online application.

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 person on the basis of race, color, ethnicity, religion, sex (as defined by applicable federal and state law), national origin, age, disability, genetic information, pregnancy, or marital status 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.