Administrative Assistant III (Student Affairs)

Florida Polytechnic University • Lake Wales, FL

61d • $23 - $25

About The Position

Make a difference at one of Florida's premier institutions for education in science, technology, engineering, and math (STEM). Florida Polytechnic University, ranked the No. 1 public college in the region by U.S. News and World Report, offers a unique working environment that encourages faculty and staff to be part of a culture that prizes collaboration, innovation, and the willingness to go above and beyond to ensure our students and University succeed. Florida Poly offers a small campus academic environment where students form connections with their faculty and peers as they pursue high-value degrees in engineering and applied sciences. The University is equipped with cutting-edge facilities and equipment and two award-winning, architecturally distinct academic buildings. Its evolving curriculum, designed to meet the needs of industry and provide a life-long educational foundation for students, has helped the institution grow in prominence since its opening in 2014. Florida Poly's deliberately small classes, affordability, and outstanding graduate outcomes have helped it earn recognitions such as being named a top value school, in the top 25 nationally for affordability, and in the top five best universities in the South for tech students. Accredited by ABET and SACSCOC, Florida Poly is educating some of the brightest minds in Florida and attracting standout talent from across the nation. The position demonstrates expert proficiency in general and highly complex administrative functions of a unit, including serving as a resource on issues, policies, and procedures; maintaining facility inventory; approving fiscal transactions; and contributing to the development of unit systems and processes. Position supports the Division of Student Affairs under the direction of the Assistant Vice President of Student Affairs.

Requirements

• High school diploma or equivalent and six years of appropriate experience; OR
• Associate's degree and 4 years of relevant experience.
• In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.
• Intermediate to expert skills in typing/word processing and computer software, especially Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to conduct business transactions and perform simple research work by email and/or telephone.
• Working knowledge of, or ability to quickly learn, university infrastructure, policies, and procedures. Ability to interpret, communicate, and apply policies and procedures.
• Demonstrated client service experience, requiring a very high level of diplomacy and professionalism.
• Ability to take initiative. Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Demonstrated ability to maintain a high degree of confidentiality.
• Ability to use tact and diplomacy to effectively handle a broad range of high-level and sensitive interpersonal situations with diverse personalities and to respond appropriately to conflicts and problems. Ability to work with a diverse set of suppliers to gain necessary quotes for equipment and service needs. Ability to collaborate with other units across campus.
• Skill in developing and maintaining effective working relationships.
• Excellent communication skills with the ability to communicate information clearly and understandably, both verbally and in writing.
• This position requires a criminal background check, which may include a Level II screening as required by Florida Statute §435.04.
• This position is subject to federal and state privacy regulations.

Nice To Haves

• Bachelor's degree and 2 years of relevant experience.
• Knowledge of Enterprise Resource Planning (ERP) systems, preferably Workday

Responsibilities

• Provides administrative support to the various units within the Division of Student Affairs by preparing reports, compiling and summarizing data, preparing correspondence, agendas, minutes, and other communications. Provides travel support by making travel arrangements and processing travel expenses and reimbursements.
• Provides office operations support by scheduling meetings, coordinating projects, maintaining record-keeping systems, processing mail, and processing standard system workflows (such as in Workday, Salesforce, or other systems), stocking office supplies, and responding to inquiries.
• Procures a wide range of materials, supplies, and services by placing, tracking, and reviewing orders and corresponding with the university procurement office, vendors, and suppliers. Holds and manages a unit expense card.
• Review purchase requests, create requisitions, and manage the approval process. Ensure that orders comply with university and supplier agreements and contracts.
• Responds to routine and moderately complex questions or issues regarding policies, procedures, and processes. Ensures compliance at the unit level.
• Assists with coordinating events, programs, or special administrative projects.
• Creates or maintains unit filing systems or workflows.
• Conducts research or analysis and provides input or recommendations for problem resolution.
• May perform other duties as assigned.

Benefits

• Florida Poly qualified employees have the opportunity to take advantage of a variety of health benefits (through the State of Florida) to help meet their specific needs, as well as the needs of their family. This comprehensive coverage includes flexible spending accounts, medical and life insurance, and worker's compensation.
• Health benefits are administered through People First, on behalf of the State of Florida, as pre-tax insurance plans. People First handles all new hire enrollments, coverage changes, premium administration, and dependent eligibility. Their Service Center is staffed Monday through Friday, from 8 a.m.-6 p.m. EST, at 1-866-663-4735.
• Florida Poly offers great options for retirement. From the required selection of a state plan to additional voluntary retirement plans, our employees have many opportunities to save and prepare for their future.
• Annual Leave
• To help promote work-life balance, Florida Poly provides a generous leave program, which includes paid time off and paid holidays. Qualified employees may accrue 22 days of annual leave. In addition, the University observes the holidays listed in our University Holidays policy FPU-1.008.
• Sick Leave
• Qualified employees may also accrue 12 days of annual sick leave and participate in our Sick Pool Program.
• Employee Assistant Program (EAP)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Associate degree