Administrative Assistant

Job
Summary:

The Rollins College Facilities Services team is seeking an Administrative Assistant to join their team! The Facilities Services Administrative Assistant is the first point of contact for students, faculty, staff, parents, visitors, and vendors interacting with the department. This role is critical in providing outstanding customer service while ensuring the smooth daily operation of the Facilities front office. The Administrative Assistant will manage communications, service requests, scheduling, administrative support, and coordination with internal and external partners.

Primary Responsibilities:

• Administrative Support & Communications
  
  • Serve as the first point of contact at the Facilities Services front desk.
    
  • Answer phones, dispatch radio calls, input and assign service requests, and assist direct walk-in traffic.
    
  • Oversee Ticketing Dashboard to review and route all requests.
    
  • Work closely with the Facilities Services management team and other departments to ensure seamless communication and efficient response to campus needs.
    
  • Update Facilities Services intranet content as needed.
    
  • Oversee campus floor plans storage and respond to requests of floor plans by internal and external parties.
    
  • Maintain pest control services logbook and provide follow up notes on completed requests.
  • Maintain and manage appointments and office calendars to coordinate meetings.
  • Draft, proofread, and distribute correspondence and communications on behalf of department leadership.
  • Compose original content for internal and campus-wide communications using general outlines.
    
  • Perform general office tasks such as filing, printing, copying, and sorting mail.
    
  • Provide front office support for key management and inventory updates.
  • Assist with lock shop hours, resetting Intellikeys that are expired, and distributing new keys to students and staff as requested.
  • Ensure front office coverage at all times; responsible for coordinating backup coverage in advance of planned PTO or in the event of unplanned absences, as this role is the first point of contact for Facilities Services.
    
• Financial and Operational Coordination
  
  • Assist with vendor setup and coordination.
    
• Systems & Software Support
  
  • Use and support the department's work order ticketing system (TDX) by tracking service requests and assisting users as needed.
    
• Departmental Collaboration
  
  • Provide backup support for other front office positions as needed.
    
  • Provide assistance when necessary to the Facilities Services leadership and project teams.
    
• Emergency Preparedness
  
  • Position is Emergency Essential, serving as a key on-campus administrative support contact for Facilities Services during campus-wide emergency and hurricane response efforts.
    
  • Assist with communications, coordination, and resource deployment as needed during critical events.
    

Minimum 
Qualifications & Education:

• High School diploma or equivalent.
• Minimum of 2 years of professional-related experience.
• Valid Florida Driver’s License to operate College vehicles and golf carts.

Preferred Qualifications:

• Bachelor’s degree from an accredited university or college.
• Work experience in higher education or a facilities/construction environment.
• Familiarity working with an order ticketing system (i.e. TDX) and/or financial and budgeting system (i.e. Chrome River).

Knowledge, Skills, & Abilities:

• Strong customer service orientation with a professional and friendly demeanor.
  
• Proficiency in Microsoft Office (Excel, PowerPoint, Outlook) and ability to quickly learn new systems.
  
• Excellent time management and organizational skills with the ability to prioritize in a fast-paced, deadline-driven environment.
  
• Strong interpersonal skills with a collaborative approach and the ability to wor