Campus Administrative Assistant in Jacksonville, FL at Concorde Career Colleges

Date Posted: 9/8/2023

Job Snapshot

Job Description

Under the direct supervision of the Campus President, this associate provides a wide variety of advanced and  confidential administrative support for the Campus President and other Department Heads. The Campus Assistant serves in a lead administrative role ensuring accurate and timely attention to details, maintaining current information on College contacts and systems to guide others in finding accurate information in a timely manner to minimize confusion and maximize efficiency.  The assistant interacts with a diverse group of external callers and visitors, as well as internal contacts at 
all levels of the organization.


  • Provide administrative support to the Campus President and Department heads (as assigned) including correspondence, calendar, meeting planning, report creation/maintenance, travel, campus postings, information distribution, updating directories or lists, fielding and directing information requests/questions, inventory maintenance, etc.
  • Accurate and timely maintenance of campus Associate personnel files in accordance with Concorde Human Resources policy, Accreditation and State Regulatory Agencies. (To include collection and filing of confidential information.)
  •  Accurate and timely handling of Campus mail with Campus President or designee ensuring all Accrediting, Regulatory, and legal documents are scanned to appropriate Home Office Department. Copies then provided to appropriate managers and originals filed in appropriate correspondence  files.
  • Establish, develop, maintain and update compliance related filings for the Campus President to include: Institutional Accreditation Agency, all programmatic accreditation agencies, all state regulatory agencies, Department of Education, and Student Grievance Committee. Acts as a liaison with other departments and outside state agencies to ensure quarterly updates of all applicable surveys and compliance documents.
  • Coordinate new hire orientation process, including completing new hire paperwork, audit new hire files for accuracy and maintain campus file copies (originals to Home Office.) Ensures all credential and accreditation documents are tracked and received. 


  • Maintain inventory of campus supplies to include: break room, cleaning, stationary and miscellaneous items as needed.
  • Provide backup to Test Proctor and Receptionist as needed.
  • Serve as the campus contact for the facilities and security vendors. Oversees bid process of outside vendors, annually and ongoing.
  • Prepare Student Physicals/Immunizations calendar and facilitate the activities of the on campus clinics utilizing Excel tracking system. Scan all records in Docuware. Retrieve student immunization records as needed.
  • Provide assistance to Business Office by performing the following duties: coding invoices, delivering daily bank deposits to bank, managing petty cash for campus, maintaining postage account, and obtaining money orders as needed for Registrar or Admissions Coordinator.

Job Requirements


  • High school diploma or equivalent required.  Associates degree or higher preferred.
  • Minimum of 3 years administrative experience in high volume, fast paced and confidential environment.
  • Proven ability to handle confidential information, strong communication and organizational skills, attention to detail and a customer-focused attitude are required.
  • Computer proficiency with extensive experience in a Windows environment with Word, Excel and PowerPoint.  Minimum 80 wpm typing speed.
  •  Ability to juggle multiple projects in a fast paced environment with multiple interruptions.


  • Some overtime, evening or weekend work required.  Must be able and willing to run campus errands  off campus from time to time.


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