Administrative Secretary, School of Communication

University of North Florida; Jacksonville (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

University of North Florida is seeking an Administrative Secretary for the School of Communication. The role provides essential administrative and operational support, serving as the main contact for students, faculty, staff and visitors while assisting the Director and office manager with daily tasks and projects.

The position emphasizes records maintenance, scheduling, travel/purchasing coordination, departmental communications, and event logistics to ensure a smooth, welcoming office

Qualifications

• High school diploma and 2+ years of relevant experience.
• Experience in administrative support and office operations.
• Familiarity with ADA/web accessibility requirements.

Responsibilities

• Prepare, edit and distribute correspondence, reports and forms.
• Schedule appointments, meetings and events; maintain calendars.
• Coordinate travel authorizations, reimbursements and purchasing documentation.
• Maintain files and records in accordance with university policies.
• Assist with newsletters, marketing communications and outreach.

Skills

Administrative procedures

Organizational skills

Communication skills

Budgeting

Education

High school diploma

Tools

Workday

Microsoft Office

Job description

Position Summary

The Administrative Secretary provides administrative and operational support to the School of Communication. This position serves as a primary point of contact for students, faculty, staff and visitors while assisting the Director and office manager by coordinating daily operations, administrative processes, maintaining records, managing communication and assisting with department projects, events, and needs.

Essential Duties And Responsibilities

Administrative Support

• Prepare, edit, and distribute correspondence, reports, newsletters, forms, requisitions, course materials, and other departmental documents.
• Maintain departmental files, records, and confidential information in accordance with university policies.
• Schedule appointments, meetings, and events; maintain departmental calendars.
• Coordinate travel authorizations, reimbursements, purchasing requests, and budget-related documentation in collaboration with faculty, director and office manager oversite.
• Gather information and prepare materials for reports and special projects.

• Serve as the first point of contact for students, faculty, staff, alumni, and visitors.
• Answer and direct telephone calls, respond to inquiries, and provide information regarding departmental services and procedures.

• Monitor departmental email accounts and route communications appropriately. Distribute incoming and outgoing mail and maintain office communications.
• Assist faculty with course-related administrative processes, including syllabi review, course scheduling support, and classroom-related requests.
• Support student services functions, including internship documentation, enrollment inquiries, and academic communications.
• Assist departmental newsletters, marketing communication, School of Communication outreach.
• Coordinate logistics for departmental meetings, workshops, special events, guest speakers, and receptions.

Website and Communication Management

• Update and maintain department website content using the university content management system.
• Ensure web content and uploaded documents meet accessibility standards and compliance requirements.
• Assist with digital communications and departmental announcements.

Marginal Functions

• Monitor office supplies and coordinate purchasing as needed.
• Maintain office equipment and coordinate service requests.
• Create and track work orders and facilities requests.
• Assist in maintaining a professional, organized, and welcoming office environment.
• Support the Office Manager and provide backup coverage as needed.

Competencies

• Knowledge:Familiarity with administrative procedures; office operations and records management; budgeting and purchasing. Use of technology, materials, and tools required for the position. Familiarity with ADA/web accessibility requirements.
• Skills: Strong organizational, analytical and problem-solving skills; excellent written and verbal communication abilities; high attention to detail. Adaptability and flexibility.
• Technical Proficiencies: Familiarity with website content management, ADA accessibility compliance, Workday (preferred), and Microsoft Office Suite.

Required Qualifications

High school diploma and 2+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.

Preferred Qualifications

• Experience in a higher education environment.
• Experience with budget tracking, travel processing, purchasing procedures, and website content management.
• Familiarity with student information systems and enterprise administrative software.

Work Environment

Full-time position in an office setting.

Frequent interaction with students, faculty, staff, and visitors.