Administrative Assistant III, Auxiliary

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.