Administrative Assistant III, Corporate Leadership and Development (Lakeland)

About the Position:

Reporting to the Associate Vice President of Corporate Leadership and Development, this position performs highly responsible administrative duties and staff support services to an organizational unit consisting of two departments. Position requires a high level of interpersonal skills to deal with diverse situations and the ability to use sound judgment and apply broader aspects of established policies, practices, and procedures. This position also requires the ability to work independently and collaboratively as part of a multi-location unit.

Essential Functions and Duties:

• Assists in the daily operation of an extremely busy department by answering phones, processing correspondence, assisting students, faculty and staff, filing and processing incoming and providing high-level administrative support.
• Assists callers to successful resolution of their requests.
• Maintains extremely active appointment calendar, scheduling appointments utilizing sound judgment, time management, and confidentiality for the department.
• Maintains highly confidential records and ensures a high level of confidentiality in the office.
• Assists with division budget records, accesses Accounting Systems online, prepares budget amendments, assists in budget preparation, and processes invoices. Follows department expenses to ensure that staff remains within their budget.
• Proactively coordinates meetings, events, and travel for team members, speakers, and leadership program participants.
• Ensures smooth departmental operations, tracking staff attendance, and time sheet timeliness.
• Processes paperwork including but not limited to travel reimbursements, personnel actions, requisitions, room requests, and vendor contracts.
• Prepares agendas and attends group and committee meetings to take minutes.

• The ability to establish a positive rapport colleagues, administrators, students, and friends of the College.
• Superior organizational skills with special attention to details and proactivity.
• Excellent time/task management skills demonstrating the ability to manage multiple projects and budgets simultaneously to successful completion in a fast-paced, deadline-driven environment.
• Possess strong communication skills (verbal, written, and interpersonal) and an excellent customer service mentality.
• Ability to maintain effective working relationships and conduct oneself with professionalism.
• Ability to successfully navigate multiple priorities through multi-tasking and creative problem solving.
• Advanced general office skill with the ability to anticipate the needs of the team.
• Advanced knowledge and experience with computer software including: Microsoft Office 360 including Teams and Outlook, Zoom, invoice processing (Ellucian Banner preferred).
• Maintain high level of integrity, professional maturity, and sound judgment with the ability to exercise good judgement and discretion in handling sensitive and confidential matters.

Working Conditions/Additional Information

• This position is a full-time on-campus position located at our Lakeland campus, but will travel to event locations as necessary. (Remote/hybrid options are not available.)
• Weekend and evening work may be required.
• Position may be required to work during College closures (such as winter/spring break and inclement weather closures).
• Reliable transportation is required for travel to campuses and centers.

Salary and Benefits Information

• This position is a level C16 . Please see below for specific salary range.
• We offer an excellent employer-paid benefits package including the following: Medical, Dental, Life, Long-Term Disability, Vacation (except faculty), Holiday and Sick Leave, Retirement (if eligible) and college fee waivers. Other employee-paid, voluntary benefits (vision, short-term disability, etc.) are also available.

Required Education

Graduation from a standard high school (or equivalent).

Preferred Education

Associate's Degree from a regionally accredited college or university.

Five or more years of similar administrative experience are required, preferably in support of an executive-level position.

Submissions that do not include all parts of the following required information will not be considered:

• a resume
• an electronic job application (all sections MUST be completed)

This position will close at 8:00 a.m. on Friday, April 26, 2024.

Important Information

• If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.

• Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship.

• Polk State College is committed to equal access/equal opportunity in its programs, activities, and employment. For additional information, visit polk.edu/compliance. For questions or concerns, please contact: Lonnie Thompson, Chief of Institutional Compliance & Engagement/Title IX Coordinator; lthompson@polk.edu.
• To request Veteran's Preference, please be sure to upload all necessary documents (DD-214, etc.) to your application.

• Polk State College is a drug-free workplace.

• Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodations are considered on a case-by-case basis.

• Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment.

• Polk State College does NOT provide relocation assistance for this position.

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