Administrative Specialist

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 Specialist

   

JOB DESCRIPTION SUMMARY

   

This position serves as a high-level Administrative Specialist, providing comprehensive executive and financial support to the Division of Student Affairs. With advanced proficiency in fiscal management, procurement, and administrative systems, this role acts as a key operational and strategic partner to the Assistant Vice President. The Administrative Specialist oversees complex purchasing activities, manages division budgets, coordinates logistics for key initiatives, and ensures alignment with university policies and procedures. This role serves as a resource and liaison within the division and across the institution.

Provides advanced administrative support to the Assistant Vice President of Student Affairs, including calendar management, communication drafting, report creation, and initiative tracking.

Monitor budget records and expenditures for the Division of Student Affairs. Reconciles expenses and submits budget transfers as needed.

Oversees purchasing and procurement activities for the division. Processes requisitions, purchase orders, and PCard transactions in compliance with university policies. Maintains vendor relationships and serves as the primary purchasing agent for the division. Holds and manages a unit expense card.

Coordinates administrative processes, including contract review, equipment orders, service agreements, and supplier quotes. Develops tracking systems to monitor and streamline procurement and reimbursement timelines.

Maintains division operations by managing office logistics, coordinating meetings and projects, and supporting event planning efforts.

Provides guidance to division staff on fiscal procedures, procurement protocols, and administrative workflows. Acts as division liaison to Finance, Procurement, and IT.

Conducts research, compiles data, and provides strategic recommendations to improve division efficiency, budgeting, and process alignment. May perform other duties as assigned.

   

JOB DESCRIPTION

   

Minimum Qualifications:

• Associate degree and 3 years of relevant experience.
• Or
• high school diploma and 5 years of relevant experience.

Preferred Qualifications:

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

Knowledge, Skills, and Abilities (KSAs):

• Intermediate to expert skills 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 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 m