Florida Polytechnic University Looking for Administrative Assistant III Full Time

Job Type: Full time

Job Number: R1675

Location: Lakeland

Located along Florida’s I-4 High Tech Corridor, Florida Poly opened its doors in August 2014 as the state’s 12th university and the only
one dedicated to core subjects in Science, Technology, Engineering and Mathematics (STEM education). The non-traditional academic
environment focuses on applied learning, specifically in technology and engineering. Small class sizes give faculty the opportunity to work
closely with high-caliber students, and the most advanced technology, including a Supercomputer, 3D printing lab, media lab and
nanotechnology lab, sets Florida Poly apart from other state universities. Florida Poly’s innovative approach to higher education allows
students to learn strong fundamentals within a traditional university department structure, while giving them opportunities to apply their
learning through research and projects in emerging high-tech concentrations like Cyber Security, Big Data Analytics, Machine Intelligence
and more. The University partners closely with industry leading firms, and faculty members are rewarded for more than just publishing.
Industry involvement, problem solving, and the commercialization of technology and research through start-ups and small businesses are
encouraged. 

Job Title
Administrative Assistant III Job Description Summary
Florida’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 Director of Academic Affairs, this position will provide direct support to the Vice
Provost, 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
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,
  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 university procurement office, vendors and suppliers.  Holds and manages an expense card for
  Admissions and Financial Aid. 
• Administrative Support to Vice Provost:  Provides administrative support to the Vice
  Provost by preparing reports, compiling, and summarizing data, 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 skill 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 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:

• Associate degree and 2 years of relevant experience.

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 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 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:  $17.75 – $19.50/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):

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.

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.