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 TITLEAdministrative Assistant III
JOB DESCRIPTION SUMMARYFlorida's only public university exclusively teaching science, technology, engineering, and math (STEM) is looking for exceptional candidates to serve as the Administrative Assistant III in the department of Academic Affairs, Admissions and Financial Aid Services.The Administrative Assistant III performs operational and administrative support directly to department supervisors or individuals following the standards and procedures of the job/unit. Under the direction of the Assistant Vice President, Enrollment Management, this position will provide direct support to the Assistant Vice President, Admissions and Financial Aid department. The position demonstrates proficiency in moderately complex administrative functions of a unit, including serving as a resource on issues, policies, and procedures, maintaining inventory or facilities, approving fiscal transactions, performing procurement tasks, and contributing to the development of unit systems and processes
JOB DESCRIPTIONRESPONSIBILITIES:- Office Operations Support: Provides office operations support by scheduling meetings, coordinating projects, maintaining record-keeping systems, processing mail, processing standard workflows in Workday, Salesforce, and other administrative and admissions systems, stocking office supplies, and responding to inquiries.
- Procurement and Budgets Management and Planning: Procures a wide range of enrollment materials and services by placing, tracking, and reviewing orders and corresponding with the university procurement office, vendors, and suppliers. Holds and manages an expense card for Admissions and Financial Aid.
- Administrative Support to Assistant Vice President: Provides administrative support to the Assistant Vice President 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.
- Other: May be required to perform other duties not explicitly indicated above.
KNOWLEDGE, SKILLS, AND ABILITIES:- Ability to type at least 45 wpm (typing test will be administered)
- Intermediate to expert skills in typing/word processing, calendaring, and computer software, especially Microsoft Outlook, Word, and Excel.
- 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.
- 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.
- Excellent communication skills: ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
MINIMUM QUALIFICATIONS:- High School Diploma and three (3) years of relevant experience
- In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.
PREFERRED QUALIFICATIONS:- Knowledge of Enterprise Resource Planning (ERP) systems, preferably Workday.
- Bachelor's degree and 4 years of relevant experience.
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 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 normal 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.
TARGET HIRING SALARY: $23.22-24.52 /hr., 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
- Contact information from three (3) professional references.
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.Employment is contingent upon eligibility to work in the US. An appointment is not final until proof is provided.
FLORIDA POLY BENEFITS INFORMATIONFlorida 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-###-####.
RETIREMENTFlorida 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.
Click here for more information.
FLORIDA POLY BENEFITS- Perks and Discounts
- 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)
EXPLORE LAKELAND FLORIDAConveniently located along I-4 between Tampa and Orlando, Lakeland is home to Florida Polytechnic University and many other businesses and attractions. Click here to explore Lakeland, Florida.
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.