Administrative Assistant, Senior at CityVet

Leesburg, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Oct, 26

Salary

0.0

Posted On

16 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Project Coordination, Records Management, Budget Administration, Microsoft Office, Executive Support, Data Analysis, Event Planning, Professional Communication, Customer Service, Meeting Coordination, Compliance Reporting, Faculty Recruitment, Time Management, Confidentiality, Document Preparation

Industry

Veterinary Services

Description

Join Beacon College, the nation’s first accredited college dedicated exclusively to students with learning disabilities and ADHD, and help advance a mission centered on innovation, inclusion, and student success. As the Senior Administrative Assistant for Academic Affairs, you will play a vital role in supporting academic leadership, faculty, and institutional initiatives that empower neurodivergent students to achieve their educational and career goals. This is an opportunity to make a meaningful impact within a collaborative, mission-driven community committed to transforming lives through higher education. TITLE: Administrative Assistant, Senior DEPARTMENT: Academic Affairs WORK TYPE: Full-Time | Staff LOCATION: Beacon College, Leesburg, Florida FLSA: Exempt Salary JOB SUMMARY: The Senior Administrative Assistant for Academic Affairs provides comprehensive administrative, operational, and project support to the Vice President of Academic Affairs and the Academic Affairs division. This position serves as a key resource for faculty, staff, students, and institutional stakeholders by coordinating administrative processes, managing communications, maintaining records, supporting accreditation and compliance initiatives, and facilitating the efficient operation of academic programs and services. The position also supports faculty recruitment, committee and governance activities, budget administration, institutional reporting, special events, and cross-functional initiatives that advance the mission and strategic goals of the College. ESSENTIAL DUTIES AND responsibilities: * Provide advanced administrative support to the Vice President of Academic Affairs and Academic Affairs leadership, including managing complex calendars, scheduling appointments, preparing correspondence, and handling confidential matters with discretion. * Coordinate Academic Affairs projects, initiatives, and special assignments by monitoring timelines, priorities, deliverables, and follow-up actions to ensure successful completion. * Prepare, edit, proofread, and distribute reports, presentations, agendas, meeting minutes, correspondence, policy documents, and other official communications. * Serve as the primary point of contact for faculty, staff, students, and external stakeholders by responding to inquiries, resolving issues, and directing requests appropriately. * Maintain confidential academic, personnel, and institutional records in compliance with college policies, accreditation standards, and applicable regulations. * Coordinate Academic Affairs, Faculty Council, and committee meetings, including scheduling, logistics, preparation of materials, recording minutes, maintaining historical records, and tracking action items. * Collect, compile, analyze, and maintain faculty, student, and institutional data to support accreditation, assessment, curriculum management, program reviews, institutional effectiveness, and required reporting. * Assist with academic program reviews, accreditation activities, compliance reporting, and other institutional initiatives by gathering and managing supporting documentation. * Provide financial and budgetary administrative support, including processing purchase orders, tracking expenditures, reconciling transactions, monitoring budgets, and coordinating travel and reimbursement requests. * Manage daily office operations, including ordering supplies, maintaining equipment, coordinating service requests, overseeing facility requests, and implementing efficient administrative procedures. * Coordinate logistics and provide administrative support for academic events, faculty meetings, workshops, commencement exercises, annual graduation activities, and other special events. * Support Deans, Department Chairs, and faculty with administrative processes and clerical functions that facilitate instructional and departmental operations. * Coordinate faculty employment-related processes, including recruitment activities, transcript review and verification, hiring documentation, contracts, promotions, and other personnel actions. * Communicate and interpret academic policies and procedures to students, faculty, and staff; maintain cross-training in Registrar functions and provide backup support as needed to ensure continuity of operations. * Establish collaborative relationships across the institution and, as assigned, provide guidance and training to student employees while supporting departmental goals, institutional initiatives, and student success. * Perform other duties and special projects as assigned. REQUIRED QUALIFICATIONS: Education: Associate’s degree or equivalent experience. Experience: 3+ years of administrative support experience. PREFERRED QUALIFICATIONS: * Bachelor's degree. * Experience working with diverse populations; higher education experience preferred (including familiarity with college systems and students with learning differences). * Experience supporting executive-level administrators, faculty committees, accreditation activities, or academic program administration preferred. KNOWLEDGE, SKILLS AND ABILITIES: * Proficiency in Microsoft Office and general office technology; ability to learn new systems. * Ability to maintain confidentiality and exercise sound judgment. * Knowledge of records management, document retention, and confidentiality requirements related to academic and personnel information. * Basic understanding of budgeting, purchasing, accounts payable processes, and financial recordkeeping. * Ability to create and maintain databases, spreadsheets, reports, and presentations with a high degree of accuracy. * Exceptional organizational and time-management skills with the ability to manage multiple projects, priorities, and deadlines simultaneously. * Ability to independently plan, coordinate, and execute a variety of administrative functions and special projects. * Strong attention to detail and commitment to accuracy in data entry, recordkeeping, reporting, and document preparation. * Excellent verbal and written communication skills with the ability to compose professional correspondence, reports, meeting minutes, and presentations. * Strong customer service orientation with demonstrated ability to respond to inquiries and resolve issues effectively. ENVIRONMENT: This role operates in a professional office environment with regular interaction across campus and digital platforms. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. ---------------------------------------- Additional Information This description is intended to outline the general scope of responsibilities and is not an exhaustive list of duties. Beacon College is an Equal Opportunity Employer committed to fostering a diverse and inclusive community.

Responsibilities

Provide comprehensive administrative and operational support to the Vice President of Academic Affairs and the Academic Affairs division. This includes managing complex calendars, coordinating institutional reporting, and facilitating faculty and committee activities.