Overview
Office Administrator Jobs in Nokomis, FL at Beautiful Ponds Inc.
Job no: 501619
College / VP Area: Vice President for Student Life
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time
Salary Structure
PAY GRADE: 29E
CONTEXT OF THE JOB:
The Administrative Specialist role provides critical support to the Student Health Services leadership team and the overall operations of the department. The Administrative Specialist ensures effective communication, efficient coordination of schedules and meetings, and compliance with organizational policies and procedures. By managing logistics, maintaining records, and facilitating key processes, this role contributes to the effective performance of the department and helps achieve organizational goals. The ideal candidate will excel in a dynamic environment, demonstrating exceptional organizational skills, and handle sensitive matters with professionalism, discretion, and independent judgment.
MAJOR RESPONSIBILITIES:
Assist Student Health Services leadership with follow-up on procedural updates, issue resolution, and other administrative tasks to ensure efficient operations
Manage schedules for key leaders, including coordinating meetings and ensuring all necessary materials are prepared in advance. Handle time and meeting requests diplomatically
Serve as the primary point of contact for central communication channels, addressing inquiries and concerns. Redirect or escalate issues as appropriate
Handle sensitive student matters, exercise independent judgment in urgent situations, and determine when to escalate concerns to leadership
Coordinate calendars, forecast key events and deadlines, and maintain records of meetings, including documenting and distributing minutes. Monitor and track delegated tasks
Provide administrative support for recruitment processes, including coordinating interviews, collecting evaluations, and assisting with communication to candidates.
Arrange logistics for events, meetings, and other activities as needed
Participate in procurement processes and facilitate financial transactions, including reconciliations and approvals
Complete credentialing, licensing, and compliance-related procedures to ensure organizational standards and legal requirements are met
Assist with managing agreements by supporting the maintenance, timely completion, and renewal of business agreements with external partners
Organize and maintain records and documentation to ensure compliance with policies and standards
Act as the department HR Liaison
Perform additional administrative tasks as assigned to support organizational objectives
QUALIFICATIONS:
Bachelor’s degree preferred, or equivalent combination of education and experience
Previous experience in administrative support roles, preferably in a fast-paced environment
Strong organizational and time management skills with the ability to manage multiple tasks and meet deadlines
Excellent written and verbal communication skills, including professional email correspondence
Proficiency in using office productivity tools such as Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software
Ability to handle sensitive and confidential information with discretion
Attention to detail and accuracy in record-keeping and documentation
Strong interpersonal skills, including the ability to work collaboratively and respond effectively to diverse needs
Adaptability and the ability to work efficiently in a dynamic, fast-paced environment
Problem-solving skills and the ability to exercise independent judgment when necessary
Professional demeanor with a customer-focused approach
Experience with scheduling, meeting coordination, and supporting leadership staff
Familiarity with compliance and contract management processes
Experience in a similar industry or organizational setting
Ability to work effectively with a wide range of constituencies in a diverse community and
rapidly changing technical environment.
Commitment to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.
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Title: Office Administrator
Company: Beautiful Ponds Inc.
Location: Nokomis, FL
