"Administrative Assistant II"

Job Details

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 II

JOB DESCRIPTION SUMMARY

Position demonstrates Intermediate 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, and contributing to the development of unit systems and processes. Position reports to the Vice Provost.

JOB DESCRIPTION

Responsibilities:

• Review purchase requests, create requisitions, and manage the approval process. Ensure orders comply with university and 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 an office or provide direct support to faculty or management staff.
• Assist search committees with scheduling interviews, inviting candidates, creating agendas, etc.; prepares and maintains application documents and data for search committees.
• Coordinates travel arrangements, makes reservations, and processes reimbursements.
• Draft correspondence and reports.
• Creates or maintains unit filing systems or workflows.
• Performs or approves fiscal transactions; monitors and maintains area budgets and processes revisions. Send monthly reports to the unit head or department chair.
• Conducts research or analysis and provides input or recommendations for problem resolution.
• Coordinates events or special administrative projects.
• May perform other duties as assigned.

Minimum Qualifications:

• Associate's degree
• Two (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

Knowledge, Skills, Abilities (KSAs):

• Above-average communications skills, both oral and written
• Intermediate to expert skill in typing/word processing and computer software, especially Microsoft Outlook, Word, Excel, and PowerPoint.
• Knowledge of standard office policies and procedures.
• Skill in developing and maintaining effective working relationships.
• Ability to perform or learn campus routine purchasing, ordering, and contracting processes.
• Knowledge of the Enterprise Resource Planning (ERP) system, preferably Workday.
• Ability to conduct business transactions and perform simple research work by email and/or telephone.
• Demonstrated client service experience requiring a very high level of diplomacy and professionalism.

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

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 is an hourly, non-exempt position. 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:

$21.11 - $21.15 ($43,900 - $44,000), commensurate with experience.

APPLICATION DEADLINE DATE:

The position can be open for 30 days with a minimum of 7 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 an attachment 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.