"Administrative Specialist, Facilities & Safety Services"

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 Specialist, Facilities & Safety Services

JOB DESCRIPTION SUMMARY

The Administrative Specialist serves as a high-level operational and fiscal support partner for Facilities & Safety Services. This position manages complex administrative, procurement, and budgetary functions with a high degree of independence and accuracy. The role ensures smooth operational workflow across Facilities units (maintenance, operations, custodial, safety services, capital projects, etc.) and acts as the primary purchasing and administrative liaison to internal and external partners. The Administrative Specialist provides executive support, data tracking, project coordination, and adherence to university policies and procedures to the Assistant Vice President and departmental staff.

JOB DESCRIPTION

Responsibilities:

• Provides advanced administrative support to the Assistant Vice President and Facilities Director/leadership, including calendar coordination, communication drafting, reporting, meeting scheduling, and initiative tracking.
• Oversees purchasing and procurement activities for Facilities and Safety Services. Reviews purchase requests, creates requisitions, processes purchase orders and PCard transactions, ensures compliance with university and supplier agreements, and maintains vendor relationships. Serves as the department's primary purchasing agent.
• Schedules and coordinates work orders, inspections, and other similar activities in accordance with service level strategies.
• Monitors and reconciles budgets for Facilities & Safety Services; performs or approves fiscal transactions, processes budget revisions, prepares monthly reports for unit directors, and ensures financial accuracy.
• Coordinates administrative systems including contract routing, equipment and supply orders, service agreements, work order tracking, inventory, and workflow processes. Develops systems to streamline procurement, reimbursement, and approval timelines.
• Provides operational support by coordinating meetings, office logistics, Facilities events, project documentation, and administrative initiatives across the unit, including spend authorizations, expense reporting, etc.
• Serves as a resource to Facilities staff regarding policies, procedures, procurement rules, fiscal protocols, and administrative processes. Acts as liaison to Finance, Procurement, IT, and other university units.
• Conducts research and compiles data to support decision-making, project planning, and operational improvements. Performs other duties as assigned.

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.
• Higher education or facilities administration experience.
• Experience with Workday or a comparable ERP system.
• Commissioned Florida Notary (preferred but not required)

Knowledge, Skills, Abilities, KSAs:

• Intermediate to expert skills in Microsoft Outlook, Word, Excel, and PowerPoint.
• Knowledge of, or ability to quickly learn, university infrastructure, policies, and procedures.
• Ability to interpret, communicate, and apply policies, procedures, and procurement rules.
• Strong customer service skills with a high level of diplomacy and professionalism.
• Ability to independently prioritize tasks, coordinate multiple assignments, and meet deadlines.
• Demonstrated ability to manage confidential and sensitive information.
• Ability to work with diverse suppliers to obtain quotes, manage orders, and ensure timely service delivery.
• Skill in developing and maintaining effective working relationships across departments.
• Excellent written and verbal communication skills.
• Ability to perform or learn campus purchasing, contracting, and budget processes.
• Experience with ERP systems, preferably Workday.
• Software and tools for work order/fiscal management

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 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

$50,200 - 53,000, commensurate with experience.

APPLICATION DEADLINE DATE

The position may be open for 14 days, and screening of applicants may begin 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.

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.