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Florida Polytechnic University · 3 weeks ago

Administrative Specialist, Facilities & Safety Services

JD Alexander Florida Polytechnic Main Campus

Full-time

Onsite

Mid Level

$50K/yr - $53K/yr

3+ years exp

Florida Polytechnic University is a leading institution in STEM education, providing a collaborative and innovative working environment. The Administrative Specialist for Facilities & Safety Services will manage complex administrative, procurement, and budgetary functions, ensuring smooth operational workflow across various Facilities units while providing executive support to the Assistant Vice President and departmental staff.

Universities

Responsibilities

Provides advanced administrative support to the Assistant Vice President and Facilities Director/leadership, including calendar coordination, communication drafting, reporting, meeting scheduling, and initiative tracking

Oversees purchasing and procurement activities for Facilities and Safety Services. Reviews purchase requests, creates requisitions, processes purchase orders and PCard transactions, ensures compliance with university and supplier agreements, and maintains vendor relationships. Serves as the department's primary purchasing agent

Schedules and coordinates work orders, inspections, and other similar activities in accordance with service level strategies

Monitors and reconciles budgets for Facilities & Safety Services; performs or approves fiscal transactions, processes budget revisions, prepares monthly reports for unit directors, and ensures financial accuracy

Coordinates administrative systems including contract routing, equipment and supply orders, service agreements, work order tracking, inventory, and workflow processes. Develops systems to streamline procurement, reimbursement, and approval timelines

Provides operational support by coordinating meetings, office logistics, Facilities events, project documentation, and administrative initiatives across the unit, including spend authorizations, expense reporting, etc

Serves as a resource to Facilities staff regarding policies, procedures, procurement rules, fiscal protocols, and administrative processes. Acts as liaison to Finance, Procurement, IT, and other university units

Conducts research and compiles data to support decision-making, project planning, and operational improvements. Performs other duties as assigned

Qualification

Budget managementProcurement activitiesERP systemsMicrosoft Office SuiteCustomer serviceProject coordinationData trackingCommunication skillsConfidentiality managementRelationship building