ABOUT THE OPPORTUNITY:  

At Polk State, our amazing faculty and staff create an inspiring workplace. This administrative support position reports to the Executive Director, Polk State College Foundation, and is an excellent opportunity for a leadership role within the College’s Foundation Office.  We offer a collaborative, creative and culturally diverse work environment. If you want to be supported in your efforts to grow professionally and to be recognized for your contributions, then come work for Polk State. 

SOAR, EAGLES!

ABOUT THE POSITION:

Performs administrative duties for executive level personnel at the College. This highly responsible position provides a wide variety of administrative and staff support services to an organizational unit.  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.

ESSENTIAL FUNCTIONS/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 general office 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. Prepares agendas for Board meetings and communicates with important stakeholders. 
• 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.
• Ensures smooth departmental operations, tracking staff attendance and time sheet timeliness. Coordinates Team meetings and works with Team members to process College paperwork. Prepares agendas and attends group and committee meetings to take minutes.
• Assists with Foundation events and activities including but not limited to placing orders, organizing registrations, and contacting attendees. Participates with team at events as needed. 
• Inputs and tracks information donations, submits deposits to cash management office, and handles sensitive items.

This position is a level C16. PLEASE SEE STARTING SALARY RANGE BELOW.

Required Skills

• The ability to establish a positive rapport colleagues, students, Board members, and friends of the College.
• Superior organizational skills with special attention to details.
• Excellent oral and written communications skills with ability to edit/produce documents using proper grammar. 
• Ability to work well with others.
• Advanced general office skills.
• Advanced knowledge and experience with computer software including: word processing, spreadsheets, and databases.
• Advanced interpersonal skills with a strong focus on professionalism.
• Ability to maintain extremely confidential information.

REQUIRED EDUCATION:

Graduation from a standard high school (or equivalent).

PREFERRED EDUCATION:

College courses or two year degree from a accredited college or university.

Required Experience

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

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.

IMPORTANT INFORMATION: 

• APPLICATION REQUIREMENTS: A completed online application consists of:

• Resume/CV

• Polk State electronic job application (eApp) with ALL SECTIONS fully completed

SUBMISSIONS THAT DO NOT INCLUDE ALL REQUIRED INFORMATION WILL NOT BE CONSIDERED. 

• BACKGROUND SCREENING:Reference checks, successful completion of a Level II background check (fingerprinting), and third-party Education Verification for all stated degrees will be required prior to employment.

• STAFF TRANSCRIPTS:  For career positions (C10-C18), an undergraduate degree is not required. However, please note that education will be verified for all stated degrees.  Submission of OFFICIAL TRANSCRIPTS FOR ALL STATED DEGREES will be required as a condition of employment, following receipt of job offer.

• VETERANS’ PREFERENCE: Eligible applicants must use the Polk State Veterans' Preference Documentation Form to apply for Veterans’ Preference for positions in qualifying categories (Career and Protech positions levels P12 – P16).  ALL REQUIRED DOCUMENTATION (POLK STATE VETERAN’S PREFERENCE FORM, DD-214, AND ANY OTHER REQUIRED DOCUMENTATION) MUST BE SUBMITTED WITH THE COMPLETED APPLICATION FOR CONSIDERATION.

• As a general rule, Polk State College DOES NOT PROVIDE H1-B VISA SPONSORSHIP. Exceptions may be made based on the College's need for a candidate with unique skills and expertise where the College cannot otherwise recruit and hire qualified non-sponsored candidates.

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

• THIS POSITION WILL CLOSE AT 8:00 A.M. ON TUESDAY, JANUARY 3, 2023.

IF YOU NEED FURTHER ASSISTANCE WITH YOUR APPLICATION, PLEASE CONTACT THE RECRUITING TEAM AT CAREERS@POLK.EDU.

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 is an equal access/equal opportunity institution committed to excellence through diversity in education and employment. The College complies with all state and federal laws granting rights to students, employees, and applicants for employment or admission to the College. Polk State College does not discriminate on the basis of race, color, national origin, ethnicity, sex, age, religion, sexual orientation, marital status, veteran status, genetic information, disability, or pregnancy in its programs, activities, or employment. For questions or concerns, please contact: Lonnie Thompson, Chief Diversity Officer, Title IX Coordinator Equity, Diversity, and Inclusion; 999 Avenue H, NE; Winter Haven, FL 33881; Office: 863.297.1000 Ext. 5378; lthompson@polk.edu.

Polk State College is a drug-free workplace and participates in E-Verify. 

Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. If you feel you require a reasonable accommodation to apply for a position with Polk State, please call 863-297-1070 or e-mail Careers@polk.edu  with the nature of your request, along with your contact information.  Reasonable accommodations are considered on a case-by-case basis.  Please note that only those inquiries concerning a request for reasonable accommodation will receive a response. 

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• The ability to establish a positive rapport colleagues, students, Board members, and friends of the College.
• Superior organizational skills with special attention to details.
• Excellent oral and written communications skills with ability to edit/produce documents using proper grammar. 
• Ability to work well with others.
• Advanced general office skills.
• Advanced knowledge and experience with computer software including: word processing, spreadsheets, and databases.
• Advanced interpersonal skills with a strong focus on professionalism.
• Ability to maintain extremely confidential information.

REQUIRED EDUCATION:

Graduation from a standard high school (or equivalent).

PREFERRED EDUCATION:

College courses or two year degree from a accredited college or university.