Administrative Secretary

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

High school diploma and 2+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.

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, d.phelps@unf.edu 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

UNF is 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.

Organization

Mission Statement

Our student-centered mission is to create the next generation of thinkers, leaders, and problem solvers with the knowledge and experience to uniquely change the world.

Vision Statement

University of North Florida will be the higher education nexus where diverse students, faculty, and organizations from around the world collaborate to creatively innovate for the advancement of society.

Values

We achieve excellence in all we do; we are an institution of uncompromising character; we lead with humility, humanity and integrity.

Integrity – We do the right thing for the right reason at the right time.

Respect – We treat everyone with kindness, we are informed by the perspectives of other, and we draw strength from our differences.

Accountability – We are responsible for how the outcomes of our actions affect others and our environment.

Innovation – We harness creativity and talent to turn challenges into opportunities and problems into solution in a uniquely UNF way.

Strategic Goal

University of national prominence and distinction with North Florida as our catalyst and student success as our mantra. Learn more about UNF's 2020-2025 Strategic Plan.

Statement of Unity

UNF stands in unity and solidarity with all members of our community, regardless of genetic information, race, color, religion, age, sex, disability, gender identity and expression, sexual orientation, marital status, national origin, or veteran status. We are proud of the diversity in our students, faculty and staff.

We strongly condemn acts of hate and bigotry as antithetical to the university's core values of mutual respect and civility. Actions and words that seek to deny human beings full membership in the broader moral community on the basis of arbitrary characteristics are intolerable. We stand opposed to violence in language or in action, and we see these as a threat to the mission of UNF as a public university that is committed to intellectual and cultural growth and civic awareness.

We pledge to stand with and for those who are the most vulnerable members of our community and to take actions that help our students and fellow employees feel safe and know that they are safe. We affirm UNF's unreserved commitment to student success within a diverse, supportive campus culture. We seek to embody the ideals of a free and democratic society, and we fully support and value each member of our community.