Administrative Assistant III, Auxiliary

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.

The position demonstrates expert 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, approving procurement tasks, and contributing to the development of unit systems and processes. This position provides administrative and operational support to the Auxiliary Enterprises Department under the direction of the Assistant Director, Operations & Auxiliary Enterprises.

Responsibilities:

• Provides administrative support to Auxiliary Enterprises by preparing reports, compiling and summarizing data, and preparing correspondence, agendas, minutes, and other communications.
• 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

• 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.

• Bachelor's degree and 2 years of relevant experience.
• Knowledge of Enterprise Resource Planning (ERP) systems, preferably Workday

• Intermediate to Expert skill in typing/word…