Administrative Assistant

Apply now Job no: 492835
Work type: Staff (Full-Time)
Location: Winter Park, FL
Categories: Alumni Engagement
Division: Institutional Advancement

FLSA Status:


Service Months:


Position Summary:

Primary responsibilities include: 

  • Reports to Senior Director of Alumni Engagement. Makes appointments with alumni and Rollins staff, as requested.
  • Serves as Alumni House receptionist, answering phones, greeting guests, providing information and referrals to alumni who call or walk in.
  • Performs data entry to update alumni records in the Banner system and other data bases; runs reports, pulls mailing lists and enters alumni event attendance. Utilizes iModules for registration and attendance of events and programs.
  • Type and edit correspondence, meeting minutes, and reports containing detailed information.
  • Collects class news and photos; confirms alumni information for Rollins magazine.
  • Sends confirmation of news received to alumni and sends congratulatory/condolence notes. Enters information into Argos.
  • Prepare alumni board of directors meeting materials, including agendas, meeting minutes, budget reports, compiles RSVP lists, and other materials. Manages logistics for meetings including venue reservation, setting up conference calls, catering, and other associated activities. Maintains committee listings and board member lists.
  • Responsible for alumni office mailings including obtaining lists, addressing, stuffing, and coordinating with post office or mail house.
  • Monitor and maintain budget records, administer payables, and process staff expense reports. Coordinates required documents for payment of vendors and contracts.
  • Maintains office supplies.
  • Liaison to facilities for the maintenance of the Alumni House.
  • Proofread materials as needed.
  • Supervises student workers.
  • Office environment. Overtime may be required as needed.
  • Performs other related duties as assigned.

Minimum Qualifications:

  • High School education plus one year of additional business, technical or college training or equivalent combination of education and experience is required.
  • Bachelor's Degree preferred.
  • Requires four to six years of job-related experience.
  • Strong service orientation.
  • Thorough knowledge of business English, spelling and grammar.
  • Requires broad knowledge of College environment, departments and procedures.
  • Knowledge and practice of organizational and time management skills.
  • Ability to operate complex office equipment.
  • May require knowledge of accounting, financial planning, and budgeting.
  • Ability to maintain and update files and records with a high degree of accuracy.
  • Ability to analyze information and make judgement decisions.
  • Ability to understand and interpret complex oral and written instructions and documents.
  • Excellent communication skills to deal effectively with Trustees, Donors, Alumni, Students, Parents, etc.

Special Instructions to Applicants:

To apply, please submit an application and upload the following materials:

  1. Cover letter
  2. Resume

Screening of applications will begin immediately.

The hourly rate is $14.36.

Rollins offers generous benefits package featuring comprehensive health insurance coverage, generous paid time off, retirement savings plan with generous employer contribution, full tuition waiver after one year for employees, spouses, domestic partners and dependents.

Our Values:


Rollins seeks to foster and to model a campus environment that is welcoming, safe, and inclusive to all of our administrators, faculty, staff, and students. We view differences (e.g. nationality, race, gender, age, sexual orientation, socioeconomic class, physical ability, learning styles, perspectives, etc.) not as obstacles to be overcome but as rich opportunities for understanding, learning, and growth.

Through its mission, Rollins College is firmly committed to creating a just community that embraces multiculturalism; persons from historically under-represented minority groups are therefore encouraged to apply. Rollins does not discriminate on the basis of sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender identity, gender expression, genetic information, physical characteristics, or any other category protected by federal, state, or local law, in its educational programs and activities. 

Advertised: Eastern Standard Time
Applications close:

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Work type


Institutional Advancement