Administrative Assistant III

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 III

JOB DESCRIPTION SUMMARY

The Administrative Assistant III performs operational and administrative support directly to the CIO, ITS (Information Technology Services) leadership team, and ITS staff. The position requires proficiency in moderately complex administrative functions of a large and complex University division, including coordinating schedules and events, maintaining inventory, performing procurement tasks, maintaining order and expense tracking, and contributing to the development of unit systems and processes.

JOB DESCRIPTION

RESPONSIBILITIES:

• Office Operations Support : Provides office operations support by scheduling meetings, coordinating projects, maintaining record-keeping systems, processing mail, processing standard workflows in Workday and other administrative systems, stocking office supplies, and responding to inquiries.
• Procurement and Budgets Processing : Procures supplies, software, hardware, and service contracts by placing, tracking, and reviewing orders and corresponding with the university procurement office, vendors, and suppliers. Manages the workflow of the University’s software procurement process. Holds and manages the expense card and account for the ITS Division.
• Administrative Support to CIO: Provides administrative support to the Chief Information Officer by preparing correspondence, agendas, minutes, and other communications.
• Travel Support : Provides travel support for employees within the ITS Division by making travel arrangements and processing travel expenses and reimbursements.
• Other : May be required to perform other duties not explicitly indicated above.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Intermediate to expert skill in typing/word processing (typing at least 45 wpm), calendaring, and computer software, especially Microsoft Outlook, Word, and PowerPoint. Expert skills in Microsoft Excel. Ability to execute processes in Workday and similar electronic workflow systems.
• 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.
• Working knowledge of, or ability to quickly learn University infrastructure, policies, and procedures. Ability to interpret, communicate and apply policies and procedures.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• 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 initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds. Ability to use tact and diplomacy to effectively handle a broad range of high-level and sensitive interpersonal situations, demonstrating the ability to maintain a high degree of confidentiality.
• Excellent communication skills: ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree and four years of relevant experience or equivalent combination of education and experience
• Knowledge of electronic workflow processing systems, such as Workday.

PREFERRED QUALIFICATIONS:

• Experience in higher education preferred.
• Advanced level of experience in technology servicing and terminology.

REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW:

• 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.

NORMAL WORK SCHEDULE: This position is hourly, non-exempt. The regular work schedule is in-person (not remote) Monday – Friday, 8:00 a.m.-5:00 p.m.; however, occasional overtime (weekends and evenings) may be required. Hybrid work (combined limited remote/on-site schedule) may be considered after an initial probation period in accordance with University policy.

TARGET HIRING SALARY: $20.67 - $21.50/hour ($43K - $45K annual), commensurate with experience.

APPLICATION DEADLINE DATE: The position is open until filled.

APPLICATION PROCESS: In addition to completing the online application, all Applicants are required to upload the following as an attachment to the application (preferably in PDF format):

• Cover Letter
• Resume
• List of at least three (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.