Administrative Assistant

Beacon College, an institution dedicated to uniquely serving students through an innovative, student-centered approach, is seeking a highly organized and service-oriented Administrative Assistant. This role is essential in supporting senior leadership and advancing the College's mission through efficient administrative operations, strong communication, and collaborative engagement.

TITLE: Administrative Assistant

DEPARTMENT: Transportation

WORK TYPE: Full-Time | Staff

LOCATION: Beacon College, Leesburg, Florida

FLSA: Non-Exempt, Hourly

JOB SUMMARY:

The Administrative Assistant provides essential clerical and administrative support to the Transportation Department, ensuring efficient day-to-day office operations and effective communication. This role serves as a primary point of contact for routine inquiries from students, faculty, staff, and external stakeholders, and assists with scheduling, document preparation, data entry, and office coordination.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assisting with FDOT reports as required.
• Assisting with completion of Monthly and Annual Reports.
• Assisting in scheduling students, interacting with parents and accepting payments for various paid shuttle services including: medical appointments, career placements, grocery shuttles and airport shuttles.
• Maintain and update databases and records by entering, verifying, and retrieving data in accordance with established procedures, including daily transportation records.
• Provide financial administrative support, including processing purchase orders, tracking expenses, and reconciling transactions according to established procedures.
• Oversee office operations such as ordering supplies, maintaining equipment, and ensuring workspace organization using standard processes.
• Assist with resolving routine administrative issues by following established guidelines and escalating concerns when appropriate.
• Build and maintain positive working relationships with students, faculty, staff, and external partners.
• Perform all duties in accordance with College policies, procedures, and supervisory guidance.
• All other duties as assigned.

REQUIRED QUALIFICATIONS:

Education: Associate's degree or equivalent experience.

Experience: 2+ 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).

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong organizational, time management, and multitasking skills with attention to detail
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and general office technology; ability to learn new systems.
• Knowledge of standard office procedures and business correspondence.
• Strong proofreading, editing, and data accuracy skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Effective problem-solving skills.
• Ability to work independently on routine tasks and collaboratively within a team.
• Strong interpersonal and customer service skills.
• Ability to maintain confidentiality and exercise sound judgment.

ENVIRONMENT:

Work 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.

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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.