Administrative Support I - Communication & Media Studies and History (CL9938)

Stetson University; DeLand (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

Stetson University in DeLand, FL is hiring an Administrative Support I to assist two department chairs with course scheduling, budgets, travel, transcripts, and student grant applications. The role involves coordinating meetings, supervising work-study students, maintaining supplies, and acting as a point of contact for campus offices.

You will help produce the annual departmental newsletter, manage curriculum records, assist with alumni relations and fundraising, and support faculty programs

Qualifications

• Independent worker with strong organizational skills.
• Excellent written and verbal communication.
• Familiarity with FERPA and confidential information handling.
• Ability to supervise student workers and coordinate tasks.

Responsibilities

• Manage course schedules, budgets, travel, transcripts, student grant applications and awards lists.
• Supervise student employees including hiring, routing of work and scheduling.
• Provide faculty support by copying, scanning, and maintaining supplies/equipment.
• Schedule and organize departmental meetings, events and occasional conferences.
• Serve as contact for communications with other campus offices and coordinate social media outreach.
• Produce the annual departmental newsletter and other promotional materials.

Skills

Communication skills

FERPA compliance

Office software

Social media familiarity

Attention to detail

Interpersonal skills

Education

Bachelor’s degree preferred

High school diploma or GED + secretarial studies

Tools

Banner

Argos

Power BI

Job description

Under general supervision of two department chairs, performs administrative support duties in connection with the management of departments supporting approximately 15 professors and multiple adjuncts. In alignment with Stetson’s Strategic Priorities, this position helps both departments in delivering Experiential, Contemporary & Integrative Learning through their organization and logistical management of the curriculum. It also is a critical element in supporting Student-Centered Success and Wellness through its direct interaction with students in the departments. Work is performed with considerable independence within the scope of established policies and procedures. Work is reviewed through meetings and written reports.

Essential Job Functions and Responsibilities

Employment duties include, but are not limited to:

• Efficiently handle paperwork and administrative tasks, including course schedules, textbook orders, budgets, travel, transcripts, student grant applications, lists of students for awards, and other routine paperwork, etc.
• Complete work in a dedicated office space serving both departments unless otherwise agreed upon with the department chairs.
• Supervise student employees, including hiring, routing of work, scheduling, and maintenance of standards.
• Assist with providing overall faculty support through tasks such as copying and scanning; maintain departmental supplies and office equipment; and assist with other departmental supply and equipment needs.
• Deliver overall department support through tasks such as scheduling and organizing departmental meetings, occasional catered events, occasional departmental conferences, and other departmental events.
• Serve as a point of contact for communications and interactions with other campus offices.
• Coordinate departmental social media outreach.
• Assume primary responsibility for the production of the annual departmental newsletter and other promotional materials.
• Maintain detailed curriculum records including course descriptions, General Education requirements, and Writing Enhanced courses.
• Complete special projects as assigned by the department chairs and perform other site- and position-specific functions as assigned.
• Assist with Phi Alpha Theta (the History Honor Society) and support programs directed by History faculty members, including the American Studies Program and the Jewish Studies Program, and other programs and faculty projects where necessary.
• Support the faculty adviser with Lambda Pi Eta (the official honor society of the National Communication Association) and support programs directed by Communication and Journalism faculty, including the Journalism Program and other programs, and faculty projects where necessary.
• Provide support for faculty service, including recurring events such as the Holocaust Memorial Lecture, Professional Development, and various task forces where necessary.
• Provide access to the University community and the public by phone, e-mail, and drop-in inquiries;
• Assist with alumni relations and fundraising.

Required Knowledge, Skills, and Abilities

• The position requires the ability to combine independent work and transparent organizational skills; the ability to complete short-term tasks efficiently and long-term tasks with persistence; exceptional written and verbal communication skills; familiarity with standard office computer software and procedures; technological skills related to social and digital media; excellent judgment, creativity, and imagination; managerial ability; and the ability to adhere to FERPA and handle confidential information with sensitivity;
• Must have strong interpersonal skills to facilitate effective work with a large and diverse faculty, students, and also to coordinate delegated work to a team of work-study students; and
• Support the University’s Mission and Values in their role.

Required Qualifications

• Bachelor’s degree preferred.
• Minimum of high school diploma or GED, supplemented by two (2) years of business college courses in secretarial sciences, and four (4) years of experience in responsible administrative support work; or an equivalent combination of training and experience.

Ideal Candidate Qualifications

• Knowledge of Stetson University's administrative structure and software programs, including Banner, Argos, and Power BI.

Work Environment

The Administrative Support I is expected to work in-person based in a dedicated office on the same floor as both departments.

Work authorization sponsorship may be available for this position. However, sponsorship is contingent upon the non-applicability of the visa petition fees outlined in the relevant Executive Order signed September 19, 2025. Due to the recent federally mandated increased financial expense, the university is not in a position to absorb this significantly increased cost of sponsorship for new H-1B petitions at this time. International candidates are encouraged to apply but should be aware that eligibility for sponsorship will be evaluated in accordance with current U.S. immigration regulations and institutional policies.