Administrative Assistant III, Auxiliary

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, Auxiliary

   

JOB DESCRIPTION SUMMARY

   

The position demonstrates expert proficiency in general and moderately complex administrative functions of a unit, including serving as a resource on issues, policies, and procedures, maintaining inventory or facilities, approving fiscal transactions, approving procurement tasks, and contributing to the development of unit systems and processes. This position provides administrative and operational support to the Auxiliary Enterprises Department under the direction of the Assistant Director, Operations & Auxiliary Enterprises.

   

JOB DESCRIPTION

   

Responsibilities:

• Provides administrative support to Auxiliary Enterprises by preparing reports, compiling and summarizing data, and preparing correspondence, agendas, minutes, and other communications.
• Reviews purchase requests, creates requisitions, and manages approvals. Ensures orders adhere to University/supplier agreements and contracts
• Reviews employee expense reports for accuracy, appropriate expense coding, and compliance with University policies and procedures.
• Maintains and manages a centralized tracking system for department contracts, including contract terms, expiration dates, renewal deadlines, and required approvals. Monitors upcoming deadlines and coordinates timely contract reviews and renewals with the appropriate stakeholders.
• Provides travel support by coordinating travel arrangements and processing travel expenses and reimbursement requests for Auxiliary Enterprises staff in accordance with University policies and procedures.
• Obtains and evaluates vendor quotes for equipment, supplies, and services to support departmental purchasing needs and ensure compliance with applicable procurement requirements.
• Monitors and reconciles open purchase orders upon receipt of goods or completion of services, ensuring transactions are accurately documented and completed in a timely manner.
• Resolves shipment, receiving, and invoice discrepancies in coordination with vendors and appropriate University departments.
• Represents Auxiliary Enterprises at New Student Orientations and other departmental or University events as needed, providing information and administrative support.
• Provides supervisory support for student workers in the Assistant Director’s absence  
• Provides backup administrative and operational coverage for Auxiliary Enterprises offices to support continuity of operations and timely service delivery.
• Maintain a positive working relationship with other departments
• Help support Auxiliary Enterprises areas as needed
• Evening and weekend availability is required to support events

Minimum Qualifications: 

• Associate degree and three (3) years of relevant experience;
• High school diploma and 2 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. 
• Knowledge of Enterprise Resource Planning (ERP) systems, preferably Workday

Knowledge, Skills, Abilities:

• 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, discretion, and professionalism.
• Ability to take the initiative.  Excellent organizational and time management skills, with the ability to set priorities and coordinate multiple assignments with fluctuating, time-sensitive deadlines.
• Demonstrated ability to maintain a high degree of confidentiality.
• Excellent communication skills: ability to communicate information clearly and understandably, both verbally and in writing.

REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW:

• Must possess a valid driver’s license.
• This position requires a criminal background check.
• This position is subject to federal and state privacy regulations.

NORMAL WORK SCHEDULE: This position is exempt/salary exempt.  The normal work schedule is Monday–Friday, 8:00 a.m.- 5:00 p.m. However, occasional overtime (weekends and evenings) may be required.

TARGET HIRING SALARY:  $23.22 - 24.80 hourly (48,300-$51,591), commensurate with experience

LOCATION/WORK MODEL: Full-time/On-site

Note: We will NOT consider employment-based visa sponsorship for this position.

Application Deadline Date: The position may be open for 14 days with a minimum of 7 days; however, we will begin reviewing applications immediately.

 

Application Process:

 

In addition to completing the online application, all applicants are required to upload the following as attachments to the application (preferably in PDF format):

• Cover Letter
• Resume
• Three (3) Professional References

 

If you are missing any of these items, we will not consider you for the position. We will not contact references unless you are selected as a finalist for the position.

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 INFORMATION

Florida 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 1-866-663-4735.

RETIREMENT

Florida 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. 

OTHER BENEFITS

• Discounts & Perks

• 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 FLORIDA

Conveniently 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.