Administrative Assistant III (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 III (Academic Affairs)

   

JOB DESCRIPTION SUMMARY

   

Position demonstrates Expert proficiency in general and highly 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.

   

JOB DESCRIPTION

   

Responsibilities:

• Provides administrative support to the Department 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.
• Procures a wide range of materials, supplies and services by placing, tracking, and reviewing orders and corresponding with the university procurement office, vendors, and suppliers.  Holds and manages a unit expense card.
• Review purchase requests, create requisitions, and manage the approval process. Ensure orders adhere to university/supplier agreements and contracts.
• Provides office operations support by scheduling meetings, coordinating projects, maintaining record-keeping systems, processing mail, processing standard system workflows (such as in Workday, Salesforce, or other system), stocking office supplies, and responding to inquiries.
• Responds to routine and moderately complex questions or issues regarding policies, procedures, and processes and ensures compliance at the unit level.
• Creates or maintains unit filing systems or workflows.
• Conducts research or analysis and provides input or recommendations for problem resolution.
• Assists with coordinating events, programs, or special administrative projects.
• May perform other duties as assigned.

Minimum Qualifications:

• Associate degree and 3 years of relevant experience
• OR
• high school diploma and 5 years of relevant experience.
• In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor’s degree and 2 years of relevant experience. 
• Enterprise Resource Planning (ERP) systems, preferably Workday

Knowledge, Skills, Abilities (KSAs):

• Intermediate to Expert skill in typing/word processing and computer software, especially Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to conduct business transactions and perform simple research work by email and/or telephone.
• Working knowledge of, or ability to quickly learn, University infrastructure, policies, and procedures.   Ability to interpret, communicate and apply policies and procedures.
• Demonstrated client service experience requiring a very high level of diplomacy and professionalism.
• 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 confidentialit