Job Summary

The Administrative Assistant provides administrative and operational support for departmental activities, including grant administration, budget tracking, records management, communications, scheduling, procurement, and office coordination. This role serves as a liaison between internal departments and stakeholders while ensuring efficient office operations and accurate documentation.

Duties and Responsibilities

• Perform proposal processing, award documentation, and data entry for grant activities.
• Prepare and monitor grant budgets and related financial records.
• Maintain accurate grant files and departmental records.
• Enter and manage electronic data within organizational systems.
• Respond to inquiries and provide administrative support to internal and external stakeholders.
• Manage departmental communications, correspondence, and announcements.
• Maintain department webpages and internal documentation.
• Coordinate onboarding activities with internal departments.
• Create, edit, and maintain reports, forms, spreadsheets, and other documents.
• Manage departmental calendars, meetings, conferences, agendas, and meeting minutes.
• Review documents for completeness and accuracy.
• Process purchase requisitions, invoices, procurement card transactions, and office supply orders.
• Coordinate office equipment and facility maintenance.
• Track and reconcile departmental budgets and financial records.
• Assist with special projects and additional administrative assignments.
• Ensure projects are completed within established deadlines.

Requirements

• Associate degree or equivalent post-secondary education in Business or a related field.
• 3–5 years of administrative experience.
• Strong administrative, organizational, and customer service skills.
• Experience with budget tracking and financial recordkeeping.
• Knowledge of Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and related business software.
• Experience using enterprise information systems.
• Strong analytical, research, and problem-solving abilities.
• Ability to prioritize multiple tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively in a team environment.

Daytona Beach, Florida, United States

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