Job Description

Join Our Team as an Administrative Specialist!

Indian River State College is seeking a detail-oriented and proactive Administrative Specialist to support our Capital Planning, Projects, and Facilities division. In this dynamic role, you'll provide essential administrative support to the Associate Vice President, help manage budgets and schedules, coordinate meetings and staff activities, and assist with special projects.

If you're highly organized, tech-savvy, and enjoy keeping operations running smoothly, we'd love to hear from you!

Job Summary:

Under minimal supervision, this position provides administrative support for assigned area. Duties include: providing assistance to the Associate Vice President of Capital Planning, Projects, and Facilities; ensuring the smooth function of the operations; and completing assignments and projects in a timely and accurate manner.

Specific Duties and Responsibilities:

• Maintains effective, well-organized office operations for the Division; establishes and maintains a well-organized filing system; makes sure office equipment is functioning; oversees department webpages and marketing for area; and resolves conflicts among staff.
• Assists in preparing the budget; monitors campus expenditures; processes purchase orders; oversees purchasing card expenditures; and approves spend authorizations, requisitions, time entry, and other WD requests as needed.
• Assists with project schedules, construction timelines and maintenance documents; data entry for projects; compiling District Board of Trustees reports; and modifying schedules as needed.
• Provides support for assigned area; processes the mail; sets appointments; schedules meetings; reserves rooms for events and meetings; manages the calendar; types letters and memos; prepares reports and spreadsheets; develops PowerPoint presentations; responds to routine inquiries verbally and in writing; and makes sure service desk completes ticket management.
• Oversees surplus auction, cashiers and cashiering procedures, processes rental payments.
• Assists in the process of interviewing and hiring facilities, maintenance, custodian, grounds, supply chain and staff.
• Orders maintenance, grounds and custodial supplies; maintains office/classroom supplies for personnel.
• Coordinates maintenance staff shifts; maintains work orders; completes staff payroll; completes Personnel Action Forms; and maintains staff vacation/sick leave calendars.
• Assists with staff needs; coordinates performance reviews; maintains job descriptions oversees the needs for all offices; and coordinates with IT on equipment issues.
• Coordinates and implements special projects.
• Completes all other duties and responsibilities as assigned.

Qualifications, Knowledge and Skill Requirements:

• Associate degree; three (3) years of secretarial related work experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Knowledge of office administration, data entry, bookkeeping, public relations, and related office equipment.
• Knowledge of the College's/branches' policies, procedures, and operations and related IT concerns.
• Skill in organizing, filing, analyzing and reporting data, scheduling, managing time, and prioritizing.
• Skill in delivering customer service.
• Skill in working with Microsoft Office and Windows based applications including mainframe computer systems.
• Ability to be accurate and detailed oriented, multi-task, be people oriented, make sound judgments, be diplomatic, function in a fast-paced and challenging environment, and work independently as well as with others.

Physical Demands:

This position classifies the physical exertion requirements as light work involving lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. Must have the ability to drive a golf cart. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

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