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Ringling College of Art and Design · 19 hours ago

Administrative Assistant

Sarasota, FL

Full-time

Onsite

Mid Level

3+ years exp

Ringling College of Art and Design is seeking an Administrative Assistant to provide support to multiple academic departments. The role involves maintaining calendars, coordinating travel, generating reports, and managing logistics for meetings and events.

ArtEducationPerforming Arts

Responsibilities

Provides administrative support for multiple departments, to include Department Heads, faculty and students

Coordinates and facilitates travel for Department Heads, faculty, staff and students

Generates reports and correspondence; maintains filing systems

Coordinates meeting and special event logistics through room reservations software. Arranges meals and/or refreshments, and AV services; generates work orders through facilities for set-up/breakdown and requested equipment

Works closely with the Office of Business Affairs, Student Life and Public Safety to arrange off-site classes/workshops, local and overnight field trips, and exhibitions

Attends department meeting and records minutes for distribution

Assists in collection of faculty data for accreditation purposes

Processes facilities maintenance requests, purchase orders, invoices, and check requests. Makes purchases for the departments, reconciles purchasing card reports, and secures appropriate approvals

Works with immediate supervisor to disseminate event information to greater Ringling College community via email blasts and announcements

Keeps Department Heads/Program Directors apprised of upcoming deadlines

Monitors monthly budget reports and apprises Department Head/Program Directors of budget variances

Assists Department Heads/Program Directors in preparation for annual budget cycle

Posts open positions for student job opportunities, completes hiring paperwork, and approves student worker timecards

Performs other duties as assigned

Qualification

Microsoft ExcelMicrosoft WordMicrosoft OutlookBudget fundamentalsOrganizational skillsData entryInterpersonal skillsProblem-solvingEffective communication

Required

High School Diploma or equivalent

Three years of administrative and/or office management experience

Works independently with minimal supervision

Possesses a high level of interpersonal skills; ability to work as a team member and to interact with a wide variety of personality types

Ability to identify, analyze, and solve problems

Ability to prioritize and adapt quickly within a rapidly changing environment

Possesses excellent organizational skills; demonstrates a methodical, systematic approach to planning and executing multiple projects in several areas simultaneously

Ability to communicate effectively both verbally and in writing

Proficient in Microsoft Excel, Word, Outlook, and data entry

Working knowledge of budget fundamentals, including variance tracking, monthly reporting to Department Heads, and information gathering for future budget cycles

Ability to present a professional image

Ability to work regular established hours of operation and additional hours as business necessitates