New

Administrative Specialist

Florida Polytechnic University
life insurance, paid time off, paid holidays, sick time
United States, Florida, Lakeland
Jul 03, 2025
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 JOB DESCRIPTION SUMMARY This position serves as a high-level Administrative Specialist, providing comprehensive executive and financial support to the Division of Student Affairs. With advanced proficiency in fiscal management, procurement, and administrative systems, this role acts as a key operational and strategic partner to the Assistant Vice President. The Administrative Specialist oversees complex purchasing activities, manages division budgets, coordinates logistics for key initiatives, and ensures alignment with university policies and procedures. This role serves as a resource and liaison within the division and across the institution. Provides advanced administrative support to the Assistant Vice President of Student Affairs, including calendar management, communication drafting, report creation, and initiative tracking. Monitor budget records and expenditures for the Division of Student Affairs. Reconciles expenses and submits budget transfers as needed. Oversees purchasing and procurement activities for the division. Processes requisitions, purchase orders, and PCard transactions in compliance with university policies. Maintains vendor relationships and serves as the primary purchasing agent for the division. Holds and manages a unit expense card. Coordinates administrative processes, including contract review, equipment orders, service agreements, and supplier quotes. Develops tracking systems to monitor and streamline procurement and reimbursement timelines. Maintains division operations by managing office logistics, coordinating meetings and projects, and supporting event planning efforts. Provides guidance to division staff on fiscal procedures, procurement protocols, and administrative workflows. Acts as division liaison to Finance, Procurement, and IT. Conducts research, compiles data, and provides strategic recommendations to improve division efficiency, budgeting, and process alignment. May perform other duties as assigned. JOB DESCRIPTION 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. Experience with Enterprise Resource Planning (ERP) systems, preferably Workday Knowledge, Skills, and Abilities (KSAs): Intermediate to expert skills 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 and professionalism. Ability to take initiative. Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines. 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 work with a diverse set of suppliers to gain necessary quotes for equipment and service needs. Ability to collaborate with other units across campus. Skill in developing and maintaining effective working relationships. Excellent communication skills with the ability to communicate information clearly and understandably, both verbally and in writing. REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW: 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 can be open for 30 days with a minimum of 7 days; however, the review of applications will commence immediately. APPLICATION PROCESS: In addition to completing the online application, all Applicants are required to upload the following as an attachment to the application (preferably in PDF format): Cover Letter Resume Three (3) professional references 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. FLORIDA POLY BENEFITS Perks and Discounts 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 Statute435.04.**