Administrative Assistant II - advising And Career Services

Advising & Career Services Administrative Support

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.

Join Our Team in Advising & Career Services!

Do you love keeping things organized, helping others succeed, and being the go-to person who makes everything run smoothly? Our Advising & Career Services department is looking for a detail-oriented, people-focused team player to provide top-notch administrative support. In this role, you'll help keep our office operations on track, support exciting projects and events, coordinate schedules, and deliver friendly, professional service to students, staff, and visitors alike.

If you enjoy juggling a variety of tasks, solving problems on the fly, and being part of a student-focused team that makes a real impact, this could be the perfect opportunity for you!

Job Summary

Under minimal supervision, this position provides administrative support for assigned area. Duties include: providing assistance to manager; ensuring the smooth function of the operations for all units of the division; 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; supports assigned areas as directed, oversees department webpages and marketing for area; and resolves conflicts among staff.
• Assists the management in assigned areas with preparing the budget; monitoring expenditures; processing purchase orders; oversees purchasing card expenditures; and approves spend authorizations, requisitions, time entry, and other WD requests as needed.
• Assists with office schedule, project timelines, booking travel, schedules, timelines and maintenance documents; data entry for projects; compiling District Board of Trustees reports; and modifying schedules as needed.
• Provide excellent customer service to students, faculty, staff, and visitors, addressing their needs and concerns promptly and effectively.
• 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.
• Orders supplies; May maintain office/classroom supplies for personnel.
• Coordinates staff shifts; 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 (e.g. surplus auction, maintaining work orders).
• 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. 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.