Adminstrative Assistant II

Job Description Summary

This position is responsible for the overall operation of the Technology Services Department, including a variety of administrative duties that require an extensive working knowledge of Florida Polytechnic University. Position demonstrates 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, performing procurement tasks, and contributing to the development of unit systems and processes.

Job Description

   

RESPONSIBILITIES:

Job functions are specific duties that would be included in the essential functions of the job description.  These functions are not all-inclusive nor do they cover the full extent of the duties performed:

·         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 faculty or management staff.

·         Coordinates travel arrangements, makes reservations, and processes reimbursements.

·         Prepares, reviews, and performs input of human resources documents and data.

·         Drafts correspondence and reports.

·         Creates or maintains unit filing systems or workflows.

·         Maintains office supply inventory, interacts with vendors, or serves as unit contact for space, equipment or facility issues.

·         Performs or approves fiscal transactions; monitors and maintains budgets and processes revisions.

·         Collects and organizes information for grant proposals or reports.

·         Conducts research or analysis and provides input or recommendations for problem resolution.

·         Coordinates events or special administrative projects.

·         Handles purchasing, contracts, expenses, obtaining quotes, processing purchase orders, and processing payments for purchases.

·         Take meeting minutes and distribute to participants.

·         Attend meetings, prepare meeting notes and participate as needed.

·         Other duties as assigned.

 

KNOWLEDGE, SKILLS AND ABILITIES:

·         Knowledge of Enterprise Resource Planning (ERP) systems, 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.

·         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.

·         Answer questions and directs internal and external inquiries.  Attend meetings and participate as needed.

MINIMUM QUALIFICATIONS:

High school diploma or equivalent and six years of appropriate experience; Bachelor's degree and 4 years of relevant experience; Master's degree and 2 years of relevant experience.

PREFERRED QUALIFICATIONS:

Advanced level of experience in technology servicing and terminology.

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:  Monday - Friday, 8:00 a.m.-5:00 p.m.   Occasional overtime (weekends and evenings) may be required.

TARGET HIRING SALARY:  $16.14 - $17.60, commensurate with experience.

APPLICATION DEADLINE DATE:  The position is open until filled.