Administrative Assistant, Associate Full Time NEW

Palm Beach State College is a renowned educational institution committed to fostering an inclusive and dynamic learning environment. Located in the heart of Palm Beach County, the college strives to inspire hope, advance skills, and transform lives through innovative programs and community engagement. With a diverse student body and a dedicated faculty and staff, PBSC emphasizes professional growth, community service, and academic excellence. The college offers a wide range of programs, including technical, workforce, and transfer education, designed to meet the evolving needs of the local and global workforce. As part of its mission, PBSC emphasizes accessibility, diversity, and a supportive environment where every individual can thrive and contribute meaningfully to society.

About The Role

The Associate Administrative Assistant at Palm Beach State College plays a vital role in supporting departmental operations through comprehensive administrative functions. This position involves performing confidential duties, managing correspondence, and assisting with financial and logistical activities. The successful candidate will utilize advanced computer skills to develop reports, spreadsheets, and presentations, ensuring accuracy and efficiency in daily tasks. Responsibilities include preparing payroll, processing purchase orders, managing departmental budgets, and coordinating travel arrangements. The role requires excellent organizational skills, attention to detail, and the ability to communicate effectively with students, faculty, staff, and external partners. The Associate Administrative Assistant acts as a key point of contact within the department, ensuring smooth operations and supporting the college’s mission of fostering a community of belonging, caring, and connection.

Qualifications

• High school diploma or GED, with additional relevant training or certifications
• Minimum of one year of full-time related administrative experience
• Proficiency in Microsoft Office Professional or equivalent applications
• Strong customer service skills
• Excellent attention to detail and organizational abilities
• Effective verbal and written communication skills
• Ability to maintain confidentiality and exercise discretion
• Capability to interact positively with diverse populations
• Physical ability to perform tasks such as reaching, stooping, and using a computer

Responsibilities

• Perform highly administrative and secretarial duties, including preparing reports, memos, and correspondence
• Take minutes at meetings and distribute as needed
• Organize, maintain, and distribute files, manuals, and departmental documents
• Monitor incoming correspondence and manage outgoing mail and deliveries
• Coordinate travel arrangements for faculty, staff, or supervisors, including booking flights, hotels, and rental cars
• Research and compile data for special projects, utilizing spreadsheets to develop complex tables, charts, and macros
• Assist with the creation and review of documents, presentations, and manuals
• Support scheduling of meetings, conference rooms, and appointments
• Manage office supplies, equipment, and materials procurement, including preparing purchase orders and assisting with budget processes
• Maintain departmental time entries, verify payroll information, and submit adjustments as needed
• Perform other related duties as assigned to support departmental and college operations

Benefits

• Tuition fee waiver at PBSC and tuition reimbursement programs
• Comprehensive health benefits including medical, dental, and vision insurance
• Disability and life insurance coverage
• Paid parental leave and wellness programs
• Generous paid time off including vacation, sick leave, holidays, and college breaks
• Potential remote or hybrid work arrangements
• Access to professional development workshops and leadership programs
• Participation in state retirement plans and voluntary 403(b) and 457 plans

Equal Opportunity

Palm Beach State College is an equal opportunity employer committed to fostering a diverse and inclusive environment. We encourage applications from all qualified individuals, including veterans, service members, and their families. We do not discriminate based on race, color, religion, sex, age, national origin, disability, or any other protected status. All employment decisions are made based on merit and business needs. We are dedicated to providing a workplace that respects and celebrates diversity, ensuring equal access to employment opportunities for all applicants and employees.