Administrative Assistant
Indian River State College.com
Office
Massey Campus (Ft. Pierce), United States
Full Time
Job Description
Are you highly organized and adaptable?
Indian River State College is seeking an experienced Administrative Assistant to provide essential support to our Vice President of Administration and Chief Financial Officer. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced environment. If you are proactive, resourceful, and committed to excellence, we invite you to apply and become part of our team.
What You'Ll Do:
- Be the right hand to our Vice President of Financial Services, CFO.
- Assist with administrative budgets, handle invoices, and oversee p-card purchases.
- Schedule appointments, meetings, and handle incoming communications with finesse.
- Keep our office running smoothly and organized.
- Prepare professional correspondence and assist with financial information requests.
- Create a collaborative environment for optimizing financial performance.
- Provide top-notch support in Human Resources, Finance, Payroll, and more.
- Attend meetings, take accurate minutes, and manage travel arrangements.
What You'Ll Bring:
- Associate degree with five years of related experience (or equivalent combination).
- Proficiency in office administration, bookkeeping, and related equipment.
- Exceptional organizational, time management, and multitasking skills.
- Strong written and verbal communication abilities.
- Expertise in word processing, database management, spreadsheets, PowerPoint, and ERP applications.
- Professional demeanor and ability to handle confidential information with discretion.
- Outstanding initiative and productivity.
Apply now and be part of a team that values your contributions and supports your professional growth.
oin the IRSC Team – Exceptional Benefits Await You!
At Indian River State College (IRSC), you’ll do more than just build a career—you’ll have the opportunity to make a meaningful impact by supporting our students, staff, and faculty. In return, we offer a comprehensive benefits package designed to promote your well-being, secure your future, and enhance your work-life balance.
Comprehensive Health Coverage
We prioritize your health with Medical, Dental, Vision, Flexible Spending Plans, Employee Assistance Program (EAP), Life insurance and Supplemental plans to help you stay physically and mentally well with access to essential wellness resources.
We offer PPO and HMO plans with an affordable cost. (PPO/HMO option with $50 per month for individual coverage and $180 per month for family coverage)
Retirement Plans for a Secure Future
Plan for a bright future with our robust retirement options, rarely matched in the private sector. Secure your financial future with state retirement options through the Florida Retirement System (FRS) and additional investment opportunities like tax-deferred annuities and Roth 403(b) plans.
Generous Paid Time Off
Enjoy a healthy work-life balance with ample vacation, personal, and sick leave. Recharge and return to work refreshed and motivated.
Employee Discounts: Enjoy exclusive discounts on various services, including tickets to popular attractions in the area.
Professional Growth Opportunities
Build your career with purpose by engaging in meaningful projects and professional development opportunities. IRSC provides the tools and support needed to help you reach your full potential.
Job Summary:
Under minimal supervision, this position provides administrative support for assigned area. Maintain confidentiality and ensure the office operate smoothly and efficiently at all times. Duties include: Assist with overseeing administrative budgets, requisitions, invoices, reimbursements, p-card purchases, and reconciliations. Complete assigned reports if applicable; coordinate and set up meetings, interviews, and appointments; and perform routine administrative tasks that may include Human Resources, Finance, payroll, and other college departments.
Specific Duties And Responsibilities:
- Complete all administrative tasks for the Vice President of Financial Services, CFO;
- Prepare and compose professional correspondence and communications.
- Assist the Vice President, office staff, and other College employees with financial information requests.
- Schedule appointments and meetings for the Vice President and Chief Budget Officer.
- Answer incoming telephone calls, emails and walk-in inquiries from the College, campus and community while disseminating accurate answers and information on behalf of the Vice President.
- Respond to telephone, fax and e-mail contacts. Handle all walk-ins whether they be visitors or employees.
- Create an environment of collaborative transparency and supportive accountability that will assist with ideas to optimize actual financial performance.
- Provide proactive intervention and problem resolution with students or employees who need additional assistance.
- Establish and maintain a well-organized filing system.
- Attend all Administrative staff, full staff, and committee meetings and take accurate minutes in all meetings.
- Coordinate travel arrangements and conference registrations for the Vice President and Chief Budget Officer.
- Assist with preparing financial analysis to support budget planning and decision making.
- Provide support the Chief Budget Officer in for special projects.
- Complete other related duties and responsibilities as assigned.
Qualifications, Knowledge And Skill Requirements:
- Associate degree; five (5) years of related administrative assistant 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, bookkeeping, and related equipment.
- Skill in organizing, filing, scheduling and coordinating meetings, managing time, and prioritizing tasks.
- Ability to be accurate and detailed oriented, maintain confidentiality, make sound judgments, multi-task, be self-motivated, and work independently.
- Demonstrated expertise in office skills such as word processing, database management, spreadsheet, power point, windows, and ERP applications.
- Strong office management, interpersonal, and organizational skills.
- Excellent written and verbal communications skills;
- Strong initiative and productivity
- Ability to compose routine correspondence, organize projects, maintain organized files, greet guests, answer telephones.
- Ability to take and transcribe minutes of meetings, and similar office skill duties;
- Possess outstanding time management skills and professional demeanor at all times
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. 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.