Administrative Assistant II - Academic Affairs

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.

JOB TITLE

Administrative Assistant II - Academic Affairs

JOB DESCRIPTION SUMMARY

Position demonstrates proficiency in general and moderately complex administrative functions of a unit, including serving as a resource on issues, policies and procedures, maintaining inventory or facilities, approving fiscal transactions, and contributing to the development of unit systems and processes. Position assists the Academic Affairs Department/Faculty under the direction of the Director, Academic Affairs.

JOB DESCRIPTION

RESPONSIBILITIES:

These responsibilities are not all-inclusive, nor do they cover the full extent of the duties performed:

• Review purchase requests, create requisitions, and manage the approval process. Ensure orders adhere to University/supplier agreements and contracts.
• Maintains office supply inventory.
• Responds to routine and moderately complex questions or issues regarding policies, procedures, and processes and ensure compliance at the unit level.
• May coordinate particular support activities within an office or provide direct support to faculty or management staff.
• Assist faculty search committees with scheduling interviews, inviting candidates, creating agendas, etc.
• Coordinates travel arrangements, makes reservations, and processes reimbursements.
• Prepares and maintains application documents and data for faculty search committees.
• Drafts correspondence and reports.
• Creates or maintains unit filing systems or workflows.
• Performs or approves fiscal transactions; monitors and maintains area budgets and processes revisions. Send monthly reports to the unit department chair.
• Conducts research or analysis and provides input or recommendations for problem resolution.
• Coordinates events or special administrative projects.
• Other duties as assigned.

Knowledge, Skills, and Abilities

• Ability to type at least 45 wpm (typing test will be administered)
• Intermediate to expert skills in typing/word processing and computer software, especially Microsoft Outlook, Word, Excel, and PowerPoint.
• Knowledge of standard office policies and procedures.
• Skill in developing and maintaining effective working relationships.
• Ability to perform or learn campus routine purchasing, order, and contracting processes.
• Knowledge of Enterprise Resource Planning (ERP) system, preferably Workday.
• Ability to conduct business transactions and perform simple research work by email and/or telephone.
• Demonstrated client service experience requiring a very high level of diplomacy and professionalism.

MINIMUM QUALIFICATIONS:

• Associate's degree and two years of relevant experience.

PREFERRED QUALIFICATIONS:

• Bachelors Degree

EXPECTED STARTING SALARY: The target hiring salary range is $17.50-19.50

APPLICATION DEADLINE DATE:

• Positions are open until filled (or recruitment canceled). Review of applications will begin immediately and continue until the position is filled.

• Employment is contingent upon proof of the legal right to work in the United States. This proof must be provided prior to employment at the University. An appointment is not final until proof is provided.

APPLICATION PROCESS: All Applicants are required to submit the following documents during the application process

• Cover letter and Resume
• List of at least 3 professional references (names and contact information)

DIVERSITY STATEMENT:

Florida Polytechnic University is an equal opportunity/equal access institution. It is the policy of the Board of Trustees to provide equal opportunity for employment and educational opportunities to all (including applicants for employment, employees, applicants for admission, students, and others affiliated with the University) without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status or genetic information.

FLORIDA POLY BENEFITS INFORMATION

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 workers 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.

SPECIAL INSTRUCTIONS REGARDING ATTACHMENTS:

Required attachments are listed on each posting. Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be considered.

An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire.

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline.

All document(s) must be received on or before the closing date of the job announcements.

This position requires a background check, which may include a level II screening as required by the Florida Statute §435.04.