Rollins is hiring: Administrative Assistant in Winter Park

Overview

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Job no: 493806
Work type: Staff (Full-Time)
Location: Orlando, FL, Winter Park, FL
Categories: Facilities Administration
Division: Business and Finance

Job Summary

The Rollins College Facilities Services team is seeking an Administrative Assistant to join their team. The Administrative Assistant is the first point of contact for students, faculty, staff, parents, visitors, and vendors interacting with the department. This role provides outstanding customer service while ensuring the smooth daily operation of the Facilities front office. The Administrative Assistant will manage communications, service requests, scheduling, administrative support, and coordination with internal and external partners.

Primary Responsibilities

• Administrative Support & Communications
  • Serve as the first point of contact at the Facilities Services front desk.
  • Answer phones, dispatch radio calls, input and assign service requests, and assist walk-in traffic.
  • Oversee Ticketing Dashboard to review and route all requests.
  • Collaborate with Facilities Services management and other departments to ensure seamless communication and efficient response to campus needs.
  • Update Facilities Services intranet content as needed.
  • Oversee campus floor plans storage and respond to requests for floor plans by internal and external parties.
  • Maintain pest control services logbook and provide follow-up notes on completed requests.
  • Maintain and manage appointments and office calendars to coordinate meetings.
  • Draft, proofread, and distribute correspondence and communications on behalf of department leadership.
  • Compose original content for internal and campus-wide communications using general outlines.
  • Perform general office tasks such as filing, printing, copying, and sorting mail.
  • Provide front office support for key management and inventory updates.
  • Assist with lock shop hours, resetting Intellikeys that are expired, and distributing new keys to students and staff as requested.
  • Ensure front office coverage at all times; coordinate backup coverage in advance of planned PTO or in the event of unplanned absences.
• Financial and Operational Coordination
  • Assist with vendor setup and coordination.
• Systems & Software Support
  • Use and support the department's work order ticketing system (TDX) by tracking service requests and assisting users as needed.
• Provide backup support for other front office positions as needed.
• Provide assistance to Facilities Services leadership and project teams as necessary.
• This position is Emergency Essential, serving as a key on-campus administrative support contact for Facilities Services during campus-wide emergency and hurricane response efforts.
• Assist with communications, coordination, and resource deployment during critical events.

Minimum Qualifications

• High School diploma or equivalent.
• Minimum of 2 years of professional-related experience.
• Valid Florida Driver’s License to operate College vehicles and golf carts.

Preferred Qualifications

• Bachelor’s degree from an accredited university or college.
• Work experience in higher education or a facilities/construction environment.
• Familiarity with an order ticketing system (e.g., TDX) and/or financial and budgeting system (e.g., Chrome River).

Knowledge, Skills & Abilities

• Strong customer service orientation with a professional and friendly demeanor.
• Proficiency in Microsoft Office (Excel, PowerPoint, Outlook) and ability to quickly learn new systems.
• Excellent time management and organizational skills with the ability to prioritize in a fast-paced, deadline-driven environment.
• Strong interpersonal skills with a collaborative approach and the ability to work well in a team-oriented setting.
• Sound judgment, discretion, and professionalism in dealing with sensitive issues.

Work Schedule

• Full-time, 12-month appointment, 37.5 hours per week (1,950 per year).
• Standard schedule: Monday through Friday, 8:30 AM – 4:30 PM with a 30-minute unpaid lunch break. PTO/sick days coordinated in advance to ensure uninterrupted front office coverage.
• Flexible schedules and/or overtime may be required.
• Campus-based, customer service role in an office environment. The position is based in the main Facilities Services building and serves as the central hub for campus maintenance, repair, landscaping, capital projects, and support services.
• Prolonged periods of sitting at a desk and visual strain from computer work.

Instructions to Applicants

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

Benefits & Screening

• Screening of applications will begin immediately.
• Paid Time Off, Holidays, and College Closure Days.
• Medical, Prescription, Dental & Vision Insurances (within 30 days of hire).
• Employer-Funded Health Reimbursement Account and Employer-Paid Disability Insurance.
• Domestic Partner Benefits, Retirement Contributions, and other benefits as listed in the original posting.
• Discounts, on-campus dining, parking, amenities, and professional development opportunities.
• Free Tuition for Employees and their Families, and other listed perks.

At Rollins, we strive to be responsive, respectful, collaborative, competent, and inclusive in all that we do. These standards define the Rollins service experience.

Rollins College is an equal opportunity institution. 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, or any other category protected by policy or law. To learn more, visit our site. Applicants who require reasonable accommodations may contact humanresources@rollins.edu or 407.646.2102.

FLSA Status: Non-Exempt

Service Months: 12

Advertised: 12 Sep 2025 Eastern Daylight Time