Administrative Assistant
Indian River State College.com
Office
Massey Campus (Ft. Pierce), United States
Full Time
Job Description
Are you a detail-oriented professional who enjoys keeping operations running smoothly? We’re seeking an Administrative Assistant to provide high-level support to the Associate Vice President of Finance and the division team. In this role, you’ll manage calendars, coordinate meetings, handle inquiries, and assist with financial processes—all while serving as a trusted liaison between internal and external stakeholders. If you thrive in a fast-paced environment, have strong organizational skills, and take pride in delivering exceptional service, this is your opportunity to make an impact at a mission-driven institution.
Join the Indian River State College Team – Exceptional Benefits Await You!
At Indian River State College, 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. Indian River State College provides the tools and support needed to help you reach your full potential.
Job Summary:
Under minimal supervision, this position provides administrative support for a variety of functions within the assigned area. Duties include: providing assistance to ensuring the smooth function of the operations; and completing assignments and projects in a timely and accurate manner. Assists in updating and improving forms, processes, and procedures to streamline the expense reimbursement process. Provide additional support to the Division as directed.
Specific Duties And Responsibilities:
- Provide comprehensive administrative support to the AVP, including document preparation, filing, faxing, research, and maintaining calendars as well as departmental goals and objectives.
- Manage incoming calls, complaints, and inquiries from faculty, staff, students, and administration; respond professionally in alignment with College policies.
- Act as primary liaison between the department and internal/external stakeholders—faculty, staff, students, vendors, and government agencies—offering accurate information and customer service regarding College programs, procedures, and financial inquiries.
- Handle the Division mail, screen correspondence, and record payments in the check receipts log.
- Coordinate and attend meetings; prepare and distribute agendas and minutes.
- Prioritize and organize assignments to meet critical deadlines.
- Arrange travel, lodging, registration, and conference reservations for the AVP and the staff.
- Prepare and distribute monthly board documents for review.
- Maintain inventory and manage supply replenishment for the Division.
- Serve as backup for Workday Expense Partner duties, including expense card management.
- Participate in testing Workday expense updates and new releases.
- Organize, maintain, and update files and College contracts, ensuring confidentiality.
- Review completed materials for accuracy, format, and compliance with policies.
- Maintain administrative procedures on the intranet.
- Monitor budgets to ensure fund availability.
- Assist with annual tax reporting and IRS submissions.
- Purge files in compliance with Florida document retention standards.
- Uphold strict confidentiality in handling records and sensitive information.
- Complete all other duties and responsibilities as assigned.
Qualifications, Knowledge And Skill Requirements:
- Associate degree; with four (4) years of administrative work experience; preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Bachelor’s degree in Business from an accredited institution preferred
- Proven work experience using an integrated, enterprise-wide accounting system preferred
- Proven work experience with standard office equipment such as computers, telephone, photocopiers, facsimile machines, and calculators;
- Proven work experience in a business office to include data entry, payment processing, word processing, faxing, filing, processing requisitions, and monitoring budget;
- Proven work experience using an integrated, enterprise-wide accounting system preferred Proven experience with Microsoft Office, Windows, and Outlook or other equivalent software;
- Since this position requires direct contact with College administrators, faculty, staff, students, vendors, and the general public on a daily basis, the ability to communicate via telephone, email, and in-person in a professional manner is extremely important;
- Professional appearance and demeanor;
- Strong communication skills – both verbal and written following professional business convention;
- Strong business aptitude and the ability to work with complex financial data;
- Ability to complete appropriate paperwork in a timely fashion;
- Ability to work with people in time sensitive situations;
- Ability to maintain confidentiality;
- Ability to maintain strict accuracy and be detail oriented;
- Ability to; be well organized
- Ability to work independently as well as with others and be self-motivated;
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.
Additional Expectations:
Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Additionally, all employees of the College are expected to maintain professional standards of communication, able to learn and apply new technology, and abide by all policies and procedures. Continued employment remains on an “at-will” basis.