Administrative Assistant III, Auxiliary

Florida Polytechnic University

5d • $23 - $25 • Onsite

About The Position

The Administrative Assistant III demonstrates expert proficiency in general and moderately complex administrative functions for a unit. The role serves as a resource on issues, policies, and procedures; maintains inventory or facilities; approves fiscal transactions and procurement tasks; and contributes to the development of unit systems and processes. It provides administrative and operational support to the Auxiliary Enterprises Department under the direction of the Assistant Director, Operations & Auxiliary Enterprises.

The position supports purchasing, expense review, contract tracking, travel arrangements, vendor coordination, and departmental events. It also provides supervisory support for student workers when the Assistant Director is absent and backup coverage for Auxiliary Enterprises offices. The normal schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; occasional evening and weekend work, including availability to support events, is required. The position is full-time and on-site.

Requirements

• Associate degree and three years of relevant experience, or high school diploma and two years of relevant experience; an appropriate combination of relevant education, experience, and/or certifications may be considered in lieu of a degree.
• Intermediate to expert typing, word-processing, and computer software skills, especially Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to conduct business transactions and perform simple research by email and/or telephone.
• Working knowledge of, or ability to quickly learn, University infrastructure, policies, and procedures, and ability to interpret, communicate, and apply them.
• Demonstrated client service experience requiring diplomacy, discretion, and professionalism.
• Initiative, strong organizational and time-management skills, and ability to prioritize and coordinate multiple assignments with fluctuating, time-sensitive deadlines.
• Ability to maintain a high degree of confidentiality.
• Excellent verbal and written communication skills.
• Valid driver’s license.
• Successful completion of a criminal background check; the position is subject to federal and state privacy regulations.
• Evening and weekend availability to support events.

Nice To Haves

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

Responsibilities

• Prepare reports, compile and summarize data, and prepare correspondence, agendas, minutes, and other communications for Auxiliary Enterprises.
• Review purchase requests, create requisitions, manage approvals, and ensure orders comply with University and supplier agreements and contracts.
• Review employee expense reports for accuracy, appropriate coding, and compliance with University policies and procedures.
• Maintain and manage a centralized department contract tracking system, including terms, expiration dates, renewal deadlines, and required approvals.
• Monitor contract deadlines and coordinate timely reviews and renewals with appropriate stakeholders.
• Coordinate travel arrangements and process travel expenses and reimbursement requests for Auxiliary Enterprises staff.
• Obtain and evaluate vendor quotes for equipment, supplies, and services, ensuring compliance with applicable procurement requirements.
• Monitor and reconcile open purchase orders when goods are received or services are completed, ensuring transactions are documented and completed promptly.
• Resolve shipment, receiving, and invoice discrepancies with vendors and appropriate University departments.
• Represent Auxiliary Enterprises at New Student Orientations and other departmental or University events, providing information and administrative support.
• Provide supervisory support for student workers in the Assistant Director’s absence.
• Provide backup administrative and operational coverage for Auxiliary Enterprises offices to maintain continuity and timely service.
• Maintain positive working relationships with other departments and support Auxiliary Enterprises areas as needed.

Benefits

• Health benefits through the State of Florida, including flexible spending accounts, medical insurance, and life insurance.
• Worker’s compensation.
• Retirement options through a required state plan and additional voluntary retirement plans.
• Discounts and perks.
• Annual leave, with qualified employees able to accrue 22 days; paid time off and paid holidays are provided.
• Annual sick leave, with qualified employees able to accrue 12 days and participate in the Sick Pool Program.
• Employee Assistance Program (EAP).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree