Administrative Secretary, School of Communication

University of North Florida; Jacksonville (FL); On-site; USD 22,000 - 30,000; Full time

Job summary

The University of North Florida's School of Communication seeks an Administrative Secretary to provide essential administrative and operational support to the department in Jacksonville, FL. The role acts as a primary contact for students, faculty, staff and visitors, assisting the Director and office manager with daily operations and project coordination.

Responsibilities include handling correspondence, scheduling, travel and budget-related documents, maintaining records, updating the

Qualifications

• High school diploma and 2+ years of relevant experience.
• Equivalency allowed per Fla. Stat. 112.219.
• Familiarity with ADA/web accessibility requirements.
• Experience with budget tracking, travel processing, purchasing procedures, and website content management.
• Familiarity with student information systems and enterprise administrative software.

Responsibilities

• 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.
• 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.

Skills

Administrative procedures

Office operations

Records management

Budgeting

Purchasing

ADA accessibility

Workday (preferred)

MS Office Suite

Education

High school diploma

Tools

Workday

Microsoft Office

Job description

The University of North Florida's School of Communication seeks an Administrative Secretary to provide essential administrative and operational support to the department in Jacksonville, FL. The role acts as a primary contact for students, faculty, staff and visitors, assisting the Director and office manager with daily operations and project coordination.

Responsibilities include handling correspondence, scheduling, travel and budget-related documents, maintaining records, updating the