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Academic Support Coordinator & Executive Assistant

Winter Park, FL, United States

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Job details

Apply by: Nov 10, 2026
Posting language: English
Posted: Nov 4, 2026

Original job description

Job

Summary:

The Rollins College Office of the Dean of the College of Liberal Arts is seeking a service oriented Academic Support Coordinator & Executive Assistant to join their team!

Manage the calendars of the Dean & Associate Dean of the College of Liberal Arts by scheduling appointments, meetings, colloquia, and workshops.
Provide individual support to the Dean & Associate Dean of the College of Liberal Arts regarding highly sensitive and confidential matters, including student issues, salaries, performance issues, and legal matters.
Prepare correspondence, memos, reports, and handouts for meetings. Send communications/files on behalf of the Office of the Dean of the College of Liberal Arts.
Answer and route incoming calls, welcome visitors, monitor the Outlook email account, evaluate the priority order of incoming requests, and serve as the primary contact between the Office of the Dean of the College of Liberal Arts and administrators, faculty, staff, parents, students, vendors, etc.
Coordinate & maintain faculty curriculum vitae (CV) collection.
Coordinate & maintain syllabi collection process with the Assistant Provost & Administrative Assistants.
Maintain, digitize, and update Faculty File archival process.
Assist with travel arrangements for the Dean & Associate Dean of the College of Liberal Arts, including airline, hotel, and rental car arrangements.
Work with the Faculty Data Manager to arrange logistics (including catering and special needs) for on-campus and off-campus events related to the Office of the Dean of the College of Liberal Arts (example, CLA Faculty Retreat, Dean of CLA Office Retreat, and Celebration of Tenure).
Serve as the Academic Support Liaison.
Meet with Administrative Assistants at least once a month in a large meeting setting. Collect summer availability for all academic and administrative assistants, notify departments of coverage. Provide summer coverage as needed and assist with administrative assistant search processes.
Create an onboarding process for Administrative Assistants & support personnel with the Dean of CLA & HR. Arrange training efforts with administrative assistants.
Serve as support for the Director of the RFLA Program. Assist with RFLA Assessment needs RFLA budget tracking, reimbursements, foundations summit, and meetings.
Serve as support for the Director the RCC Program. Assist with planning RCC advisor trainings, tracking course proposals, other forms and programming.
Schedule interview time with Deans for candidates for full-time faculty positions.
Maintain annual calendar and spreadsheet of tasks, deadlines, events, and meetings for the Office of the Dean of the College of Liberal Arts.
Coordinate the tenure, promotion, and review processes for all College of Liberal Arts’ full-time faculty:
Work with the Faculty Data Manager on collecting evaluation intention forms/emails
Schedule workshops for candidates and chairs
Create and adjust those with access to candidates’ Canvas pages
Add CEC and FEC information to the evaluation spreadsheet
Confirm Deans’ class visits and/or meetings with candidates
Proof and send Deans’ letters
Upload evaluation letters from CECs, Deans, FEC, Provost, and President and response letters from candidates
Collect sabbatical proposals/reports and send approval letters on behalf of the Provost and the Dean of CLA.
Collect election results with the Faculty Data Manager, send appointment letters, and prepare an updated contact list of all Chairs, Coordinators, Directors, and Admins for the College of Liberal Arts and the Hamilton Holt School.
Serve as the primary contact for Department Chairs and Faculty Directors within the College of Liberal Arts.
Schedule, prepare agendas and logistics, and take minutes at all meetings.
Create and update the Academic Planning Calendar to send to Department Chairs & Academic Admins.
Work with Departments to track Academic Award submissions. Track the submission budget codes, check recipient number, work with other necessary departments to finalize student eligibility to receive award money. Work with the Director of IR to access data to track.
Work with I.T. & Marketing to post Dean’s List on the CMS Website (department website).
Work with the Director of IR to utilize data to track Honor Degree Program Eligibility, Academic Award submission eligibility & reports.
Update and maintain department website(s) & SharePoint.
Work with the Dean of CLA to solicit publications from faculty. Set up the presentation schedule for the Faculty Day of Scholarship.
Maintain inventory of and order office supplies for the Office of the Dean of the College of Liberal Arts.
Submit and reconcile expense reports in Chrome River. Submit tickets to IT and work orders to Facilities.
Send invitation letters to members of internal/external review committees. Collect and archive reports once internal/external reviews are complete for the Assistant Provost for Institutional Effectiveness.
Assist the Office of the Dean of the College of Liberal Arts with managing the campus-wide Thomas P. Johnson Distinguished Visiting Scholars and Artist Program (or TPJ Program). Maintain website, answer inquiries, collect applications, schedule an annual meeting for the TPJ Selection Committee, send award letters and supporting documents, file contracts once approved, monitor and oversee the budget, advertise upcoming events, and provide ongoing support to applicants/awardees throughout the academic year.
Manage, onboard, hire, and supervise student employees.

Minimum

Qualifications & Education:

High school education plus two years of additional business, technical, or college training or equivalent combination of education and experience.
At least four years of job related experience.

Knowledge, Skills, & Abilities:

Thorough knowledge of Microsoft Office Suite abilities and processes.
The ability to maintain and update files and records with a high degree of accuracy.
A thorough understanding of written English, spelling, and grammar.
The ability to understand and interpret complex oral and written instructions and documents.
Ability to use tact and good judgment in resolving work problems and dealing with the public, students, and staff.
Excellent customer service and interpersonal skills are imperative.
Time management skills including the ability to plan schedule of duties without constant supervision.
Ability to analyze information and make judgment decisions under time and pressure constraints.
An understanding of college environment and procedures.
Ability to work independently and handle confidential material.

Work Schedule:

This is a full-time appointment, scheduled to work 37.5 hours per week, 12 months per year, for a total of up to 1950 hours annually. Schedule will be discussed during the interview.
Flexible schedules or overtime may be required to meet the demands of the academic calendars

Work Environment:

Campus-based, front-facing customer service position, working in an office and meeting environment.
Regular use of a computer and databases

Instructions to Applicants:

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

Cover Letter (optional)
Resume

Benefits & Perks:

15 Days - Paid Time Off (vacation, sick and personal time)
10 Days - Paid Holidays
5 Days - Paid College Closure Days
Eligible for Medical, Prescription, Dental & Vision Insurances (within 30 days of hire)
100% Employer-Funded Health Reimbursement Account ($125+/month)
100% Employer-Paid Short & Long Term Disability Insurance
Domestic Partner Benefits
11.5% Employer Retirement Contributions
Discounted On-Campus Dining Meal Plans
Free On-Campus Parking
Free Access to Campus Amenities (gyms, pools, library, sporting events, and more)
Free Full Tuition for Employees and their Families
Pet Insurance
100% Employer-Funded Employee Assistance Program
Flexible Spending Accounts
Award-Winning Wellbeing Programs
Plus More!

Additional Perks:

Rollins College is conveniently located on multiple Lynx Bus Routes (Winter Park/Rosemont-9 & Winter Park/Springs Village-23) and within walking distance from the Winter Park SunRail Station
Local & National Discount Programs, including Winter Park Locations (i.e. shops, restaurants, gift cards, and more)
Free E-Training Courses & Professional Development Opportunities
IT Software & Laptop Discounts (Apple, Lenovo, and more)
College Bookstore Discounts
Annual Service Awards & Recognition Programs
Discover what it's like to live in Orlando: Live, Work, Play and Learn
Plus More!

Rollins offers a competitive hourly rate, along with our generous full-time benefits package! Click here to review our full-time benefits package.

Our Service

Excellence Philosophy:

At Rollins, we strive to be responsive, respectful, collaborative, competent, and inclusive in all that we do. Whether serving prospective or current students, alumni, local residents, or our fellow faculty and staff colleagues, these standards define the Rollins service experience.

Click here to learn more about our commitment to Service Excellence at Rollins College!

Equal Employment Opportunity:

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, physical characteristics, or any other category protected by College policy or federal, state, or local law for employment and in our educational programs and activities. To learn more about our commitments, visit click here. Any applicant who requires reasonable accommodations for any part of the application or hiring process may contact us by phone or in writing to humanresources@rollins.edu | 407.646.2102.

Employment Eligibility:

All new employees must be eligible and show employment eligibility verification by the first date of employment at Rollins College, as legally required (e.g., Form I-9). Rollins College will require proof of authorization to work in the United States. Further, based on the September 18, 2026, Presidential Proclamation and separate executive order, the College may not be able to offer H-1B sponsorship. Particularly the College is not able to pay the required fee accompanying new H-1B visa petitions.

FLSA Status:

Non-Exempt

Service Months:

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More about this job

Skills

Scheduling
Logistics
CMS
Microsoft SharePoint
Manage inventory
Manage website
Microsoft Office
Deal with public
Customer service
Interpersonal skills
Time management
Plan schedule
Work independently

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