Administrative Support II - Career Success (CL6938)

Stetson-University; DeLand (FL); On-site; USD 38,000 - 48,000; Full time

Job summary

Stetson University in DeLand, FL is seeking an Administrative Support II to provide administrative, operational, and financial support across Career Success, Academic Success, and Accessibility Services. You will serve as the primary front office contact for students, alumni, faculty, staff, and employers, ensuring excellent customer service and efficient operations.

The role supports department leadership in budget management, purchasing, event coordination, and student employee supervision

Qualifications

• Three to five years of progressive administrative support or customer service experience.
• Strong organizational skills with demonstrated ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• Ability to learn and maintain confidentiality and exercise sound judgment.

Responsibilities

• Provide administrative support to the Executive Director and staff across Career Success, Academic Success, and Accessibility Services.
• Manage daily office operations and serve as the primary contact for students, alumni, faculty, staff, employers, and visitors.
• Answer phones, screen calls, and direct inquiries to appropriate staff.
• Monitor departmental email accounts, respond to inquiries, and distribute communications.
• Open, sort, and distribute incoming mail; maintain office supplies and equipment.
• Prepare monthly budget reports and reconcile expenditures; track financial transactions.
• Coordinate purchasing with procurement offices and external vendors.
• Oversee reception area operations and ensure a welcoming environment.
• Plan and coordinate career-related events, expositions, and employer engagements.
• Support administration of HatterJobs and other career platforms; monitor job postings for compliance.
• Assist in updating Career Success websites and registrations for events.
• Supervise student Office Assistants and maintain training resources.

Skills

Customer service

Budget management

Event coordination

Office software

Communication

Teamwork

Attention to detail

Budget reconciliation

Education

High school diploma or equivalent

Associate's degree or some college

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Job description

The Administrative Support II position provides administrative, operational, financial, and customer service support for Career Success, Academic Success, and Accessibility Services. The position serves as the primary front office contact for students, alumni, faculty, staff, employers, and visitors, ensuring exceptional customer service and efficient office operations. This role supports department leadership in budget management, purchasing, event coordination, communication, and student employee supervision while contributing to the overall effectiveness of student success initiatives within Academic Affairs.

Career Success serves approximately 3,000 undergraduate and graduate students from the College of Arts & Sciences, School of Business Administration, and School of Music, as well as alumni from these programs.

Anticipated Start Date: January 5, 2027

Essential Job Functions

Administrative and Operational Support

• Provide comprehensive administrative support to the Executive Director of Career and Academic Success, the Director of Career Success, and staff within Career Success, Academic Success, and Accessibility Services.
• Manage daily office operations and serve as the primary point of contact for students, alumni, faculty, staff, employers, and visitors.
• Answer phones, screen calls, and direct inquiries to the appropriate staff member or resource.
• Monitor departmental email accounts, respond to inquiries, and distribute communications as appropriate.
• Open, sort, and distribute incoming mail.
• Maintain office supplies, equipment, and materials to ensure efficient office operations.
• Create, edit, proofread, and distribute correspondence, reports, and other communications.
• Perform other duties as assigned.

Budget and Financial Administration

• Monitor and maintain departmental operating budgets, student employment budgets, endowments, and gift funds for Career Success, Academic Success, and Accessibility Services.
• Track and process invoices, vouchers, purchase orders, requisitions, reimbursements, registrations, and related financial transactions in accordance with university policies and procedures.
• Prepare monthly budget reports and analyze expenditures against budget allocations.
• Reconcile financial statements, identify and resolve discrepancies, and prepare budget transfer requests when needed.
• Coordinate purchasing activities and serve as liaison with university procurement offices and external vendors.

Reception and Customer Service

• Oversee reception area operations and ensure a professional and welcoming environment.
• Schedule appointments and provide information regarding required procedures and resources prior to appointments.
• Receive and assist guests, students, alumni, faculty, staff, and employers.
• Ensure quality customer service and make appropriate referrals to campus resources.

Event Coordination

• Assist with planning and coordinating career-related events, expos, workshops, and employer engagement activities.
• Submit event requests and coordinate facility reservations, parking, transportation, catering, and related logistics.
• Create and manage event communications, invitations, and mass email distributions.
• Develop and maintain spreadsheets and tracking systems related to event logistics and participant registration.

Career Platform Support

• Support the effective administration of HatterJobs and other career-related platforms.
• Collaborate with Career Success staff to manage employer contacts, events, career expos, and job posting processes.
• Assist in monitoring job and internship postings to ensure compliance with university policies and standards.
• Update employer information and support registration processes for career events.
• Assume responsibility for platform operations during periods when student employees are unavailable.

Website and Communication Support

• Assist with maintaining and updating Career Success web content.
• Collaborate with department leadership to ensure information is accurate, current, and accessible.

Student Employee Supervision

• Assist with recruiting, hiring, training, scheduling, and supervising Office Assistants.
• Maintain and update training resources, including Canvas-based training materials.
• Provide daily guidance and support to student employees to ensure efficient office operations.

Supervisory Responsibilities

• Provides day-to-day supervision, training, scheduling, and support for approximately two to three student Office Assistants.

Knowledge, Skills, and Abilities

• Strong customer service orientation and commitment to student success.
• Ability to communicate information clearly, accurately, and professionally.
• Excellent attention to detail and organizational skills.
• Ability to prioritize work and meet deadlines in a fast-paced environment.
• Flexibility and adaptability in responding to changing priorities.
• Ability to analyze financial information and prepare budget-related reports.
• Proficiency in researching information and utilizing web-based resources.
• Ability to quickly learn new technologies, systems, and software applications.
• Demonstrated problem-solving and critical-thinking skills.
• Ability to work collaboratively as a member of a team.
• Knowledge of standard office procedures and equipment.
• Ability to remain in a stationary position for extended periods.
• Ability to operate a computer and other standard office equipment.
• Ability to communicate effectively in person, by telephone, and electronically.
• Ability to move materials and supplies typically associated with office and event operations.

Required Qualifications

• High school diploma or equivalent.
• Three to five years of progressively responsible administrative support, office management, or customer service experience.
• Strong organizational skills with demonstrated ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and effectively utilize various software applications and office technologies.
• Ability to establish and maintain positive working relationships with students, faculty, staff, alumni, employers, and the public.
• Demonstrated ability to work independently with minimal supervision.
• Ability to maintain confidentiality and exercise sound judgment.
• Experience processing financial transactions and maintaining budget records.

Preferred Qualifications

• Some college coursework or an associate's degree.
• Experience working in higher education.
• Advanced Microsoft Excel skills, including report development and spreadsheet design.
• Experience with budget monitoring and financial reconciliation.
• Knowledge of career services operations, employer relations, workforce trends, or student success initiatives.
• Experience managing web content and online platforms.

Work Environment

• Work is primarily performed in an office environment.
• Frequent interaction with students, alumni, faculty, staff, employers, and visitors.
• Regular use of computers, office equipment, and electronic communication tools.
• Occasional evening or event-related work may be required.

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.