Job Description

Are you a detail-oriented professional who enjoys keeping operations running smoothly? We’re seeking an Administrative Assistant to provide high-level support to the Associate Vice President of Finance and the division team. In this role, you’ll manage calendars, coordinate meetings, handle inquiries, and assist with financial processes—all while serving as a trusted liaison between internal and external stakeholders. If you thrive in a fast-paced environment, have strong organizational skills, and take pride in delivering exceptional service, this is your opportunity to make an impact at a mission-driven institution.

Join the Indian River State College Team – Exceptional Benefits Await You!

At Indian River State College, you’ll do more than just build a career—you’ll have the opportunity to make a meaningful impact by supporting our students, staff, and faculty. In return, we offer a comprehensive benefits package designed to promote your well-being, secure your future, and enhance your work-life balance.

Comprehensive Health Coverage

We prioritize your health with Medical, Dental, Vision, Flexible Spending Plans, Employee Assistance Program (EAP), Life insurance and Supplemental plans to help you stay physically and mentally well with access to essential wellness resources.

We offer PPO and HMO plans with an affordable cost. (PPO/HMO option with $50 per month for individual coverage and $180 per month for family coverage)

Retirement Plans for a Secure Future

Plan for a bright future with our robust retirement options, rarely matched in the private sector. Secure your financial future with state retirement options through the Florida Retirement System (FRS) and additional investment opportunities like tax-deferred annuities and Roth 403(b) plans.

Generous Paid Time Off

Enjoy a healthy work-life balance with ample vacation, personal, and sick leave. Recharge and return to work refreshed and motivated.

Employee Discounts: Enjoy exclusive discounts on various services, including tickets to popular attractions in the area.

Professional Growth Opportunities

Build your career with purpose by engaging in meaningful projects and professional development opportunities. Indian River State College provides the tools and support needed to help you reach your full potential.

JOB SUMMARY:

Under minimal supervision, this position provides administrative support for a variety of functions within the assigned area. Duties include: providing assistance to ensuring the smooth function of the operations; and completing assignments and projects in a timely and accurate manner. Assists in updating and improving forms, processes, and procedures to streamline the expense reimbursement process. Provide additional support to the Division as directed.

SPECIFIC DUTIES AND RESPONSIBILITIES:

· Provide comprehensive administrative support to the AVP, including document preparation, filing, faxing, research, and maintaining calendars as well as departmental goals and objectives.

· Manage incoming calls, complaints, and inquiries from faculty, staff, students, and administration; respond professionally in alignment with College policies.

· Act as primary liaison between the department and internal/external stakeholders—faculty, staff, students, vendors, and government agencies—offering accurate information and customer service regarding College programs, procedures, and financial inquiries.

· Handle the Division mail, screen correspondence, and record payments in the check receipts log.

· Coordinate and attend meetings; prepare and distribute agendas and minutes.

· Prioritize and organize assignments to meet critical deadlines.

· Arrange travel, lodging, registration, and conference reservations for the AVP and the staff.

· Prepare and distribute monthly board documents for review.

· Maintain inventory and manage supply replenishment for the Division.

· Serve as backup for Workday Expense Partner duties, including expense card management.

· Participate in testing Workday expense updates and new releases.

· Organize, maintain, and update files and College contracts, ensuring confidentiality.

· Review completed materials for accuracy, format, and compliance with policies.

· Maintain administrative procedures on the intranet.

· Monitor budgets to ensure fund availability.

· Assist with annual tax reporting and IRS submissions.

· Purge files in compliance with Florida document retention standards.

· Uphold strict confidentiality in handling records and sensitive information.

· Complete all other duties and responsibilities as assigned.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

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