Administrative Assistant I

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 I

JOB DESCRIPTION SUMMARY

The Administrative Assistant I provides comprehensive administrative and operational support for the Student Engagement and Housing and Residential Life units within the Division of Student Affairs. This position performs a variety of routine and moderately complex administrative duties, including processing fiscal transactions, coordinating purchasing, scheduling, managing records, and supporting events. The role serves as a primary point of contact for students, staff, vendors, and campus partners, providing information regarding departmental policies, procedures, and services while ensuring compliance with university guidelines. The Administrative Assistant I assists with procurement activities, including reviewing purchase requests, creating requisitions, and tracking orders; coordinates travel arrangements; supports program and event logistics; and maintains office systems and workflows to support departmental efficiency. This position plays a key role in ensuring the unit's smooth daily operations while delivering professional, student-focused customer service.

JOB DESCRIPTION

Responsibilities:

• Review purchase requests, create requisitions, and manage the approval process. Ensure orders adhere to University/supplier agreements and contracts.
• Maintains office supply inventory.
• Responds to routine and moderately complex questions or issues regarding policies, procedures, and processes, and ensures compliance at the unit level.
• May coordinate support activities within the office.
• Assist with scheduling within the area.
• Coordinates travel arrangements and makes reservations.
• 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.
• Light local travel may be required for in-person vendor payments.
• Other duties as assigned

Minimum Qualifications:

• High school diploma or equivalent
• 4 years of appropriate experience
• In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered

Preferred Qualifications:

• Associate degree and 2 years of relevant experience.

Knowledge, Skills, & Abilities (KSAs):

• Knowledge of standard office policies and procedures.
• Skill in developing and maintaining effective working relationships; interest and ability to work directly with students.
• Ability to perform or learn campus routine purchasing, ordering, and contracting processes.
• Ability to conduct business transactions and perform simple research work by email and/or telephone.
• Demonstrated client service experience requires a very high level of diplomacy and professionalism.

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 Non-Exempt, Hourly. The normal work schedule is Monday – Friday, 8:00 a.m.-5:00 p.m.; however, occasional overtime (weekends and evenings) may be required.

LOCATION/WORK MODEL:

Full-time/On-site

Note: Employment-based visa sponsorship will NOT be considered for this position.

TARGET HIRING SALARY

$19.23 hourly - 20.00 hourly (40,000 - 41,600), commensurate with experience.

APPLICATION DEADLINE DATE

The position may be open for 14 days; however, the review of applications will commence 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 any of these three items are not included, you will not be considered for the position.

References will not be contacted unless you are selected as a finalist for the position.