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Administrative Assistant III

Company: Florida Polytechnic University
Location: Lakeland
Posted on: October 11, 2019

Job Description:

Job TitleAdministrative Assistant III, Admissions and Financial Aid Job Description SummaryUnder the direction of the Director of Academic Affairs, this position is responsible for performing, varied advanced, secretarial and administrative work requiring initiative and independent judgment. Maintain official records, and implement administrative policies. Handle problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies and practices. Has contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and judgment. Job DescriptionDuties and responsibilitiesReview purchase requests, create requisitions and manage 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 particular support activities within an office or provide direct support to management staff.Assist searches with scheduling interviews, inviting candidates, creating agendas, etc.Coordinates travel arrangements, makes reservations, and processes reimbursements.Creates or maintains unit filing systems or workflows.Review expenses for accuracy, compliance, and expense coding.Coordinates events or special administrative projects.Access monthly budget reports for assigned Academic Affairs units and provide monthly updates to department head. Responds to routine and moderately complex questions or issues regarding policies, procedures, and processes and ensures compliance at the unit level.May coordinate particular support activities within an office or provide direct support to staff and students.Prepares, reviews, and performs input of Workday documents and data.Drafts minutes, notices, manuals, agendas, reports and correspondences.Collects information, conducts research, and prepares materials for use in management or departmental discussions/meetings or for decision-making purposes.Interprets policies, procedures, rules and regulations, and provides input into development of new policies and processes.Has access to a great deal of confidential data and a high level of confidentiality and discretion is required.Other duties as assigned.
Knowledge, Skills and AbilitiesAbility to perform or learn campus routine purchasing, order, and contracting processes.Knowledge of Enterprise Resource Planning (ERP) system, preferably Workday.Must be able to understand and apply Florida State Statutes and Regulations; follow processes (usually computer processes) for recording and documenting purchasing activities; establish and maintain cooperative working relationships with suppliers, faculty, students, administrators, and member of the general public.Ability to conduct business transaction and perform simple research work by email and/or telephone.Demonstrated client service experience requiring a very high level of diplomacy and professionalism.Working knowledge of or ability to quickly learn University infrastructure, policies and procedures.Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.Thorough knowledge of English grammar, spelling and punctuation.Ability to interpret, communicate and apply policies and procedures.Demonstrated ability to maintain a high degree of confidentiality.Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.Ability to work with a diverse set of suppliers to gain necessary quotes for equipment and service needs.Reconciles open purchase orders upon receipt of equipment or services.Research and verify any shipment or invoice discrepancies as needed.Ability to create and maintain department contracts spreadsheet with pertinent contract information.Provide office operations support such as scheduling meetings, maintaining supervisor's calendar, maintaining record-keeping systems, opening and reviewing incoming mail, copying, scanning, filing and responding to inquiries.Keeps abreast of changes in policies and procedures and implements necessary changes to office processes. Assist with emerging projects as required.
Qualifications include:Minimally high school diploma or equivalent and eight years of office support experience.Preferred Qualifications include:Associates degree and 2 years of office support experience.
Target Salary Range: $18.00 - $20.00 an hour, commensurate with experienceRequired Documents: Resume/Curriculum Vitae, and Cover Letter.

Keywords: Florida Polytechnic University, Lakeland , Administrative Assistant III, Administration, Clerical , Lakeland, Florida

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