Administrative Assistant III

Florida Polytechnic University

19h•Onsite

About The Position

The Administrative Assistant III provides advanced administrative support to ensure efficient department operations. Responsibilities include managing schedules, coordinating meetings, preparing reports, maintaining records, serving as a resource on policies, and procedures, managing inventory or facilities, and supporting leadership with complex tasks. This role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities. Proficiency in office software is required, with preferred knowledge of the Workday system. The position provides administrative support to the Department by preparing reports, compiling, and summarizing data, and preparing correspondence, agendas, minutes, and other communications. It also provides travel support by making travel arrangements and processing travel expenses and reimbursements. The role involves procuring a wide range of materials, supplies and services by placing, tracking, and reviewing orders and corresponding with the university procurement office, vendors, and suppliers, and managing a unit expense card. It includes reviewing purchase requests, creating requisitions, managing the approval process, and ensuring orders adhere to university/supplier agreements and contracts. Office operations support includes scheduling meetings, coordinating projects, maintaining record-keeping systems, processing mail, processing standard system workflows (such as in Workday, Salesforce, or other system), stocking office supplies, and responding to inquiries. The Administrative Assistant III responds to routine and moderately complex questions or issues regarding policies, procedures, and processes, ensuring compliance at the unit level. They create or maintain unit filing systems or workflows, conduct research or analysis, and provide input or recommendations for problem resolution. The role also assists with coordinating events, programs, or special administrative projects.

Requirements

Intermediate to Expert skill 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 the 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: ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
Associate degree and 3 years of relevant experience, or High school diploma and 5 years of relevant experience.
In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.
Must possess a valid driver’s license.
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.
Experience with Enterprise Resource Planning (ERP) systems, preferably Workday

Responsibilities

Provides administrative support to the Department by preparing reports, compiling, and summarizing data, and preparing correspondence, agendas, minutes, and other communications.
Provides travel support by making travel arrangements and processing travel expenses and reimbursements.
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 orders adhere to university/supplier agreements and contracts.
Provides office operations support by scheduling meetings, coordinating projects, maintaining record-keeping systems, processing mail, processing standard system workflows (such as in Workday, Salesforce, or other system), stocking office supplies, and responding to inquiries.
Responds to routine and moderately complex questions or issues regarding policies, procedures, and processes and ensures compliance at the unit level.
Creates or maintains unit filing systems or workflows.
Conducts research or analysis and provides input or recommendations for problem resolution.
Assists with coordinating events, programs, or special administrative projects.
May perform other duties as assigned.