Administrative Secretary

Department

Compensation

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

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.
• May be requested to support special events outside activities that fall outside of normal office hours on occasion.
• During declared campus emergencies, may be required to perform designated job-related duties at an alternate work location.

Please submit a list of three references with email addresses and phone numbers. Contact: D'Lynn Phelps, [email protected] or (904) 620-3897 with questions.

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNFis a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.