Florida Polytechnic University · 3 weeks ago
Administrative Specialist, Facilities & Safety Services
Lakeland, FL
Full-time
Onsite
Mid Level
$50K/yr - $53K/yr
3+ years expFlorida Polytechnic University is a leading institution in STEM education, offering a collaborative and innovative working environment. The Administrative Specialist will provide high-level operational and fiscal support for Facilities & Safety Services, managing administrative, procurement, and budgetary functions to ensure smooth workflow across various facilities units.
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
Required
Associate degree and 3 years of relevant experience
OR
High school diploma and 5 years of relevant experience
Must possess a valid driver's license
This position requires a criminal background check, which may include a Level II screening as required by Florida Statute 435.04
This position is subject to federal and state privacy regulations
Intermediate to expert skills in Microsoft Outlook, Word, Excel, and PowerPoint
Knowledge of, or ability to quickly learn, university infrastructure, policies, and procedures
Ability to interpret, communicate, and apply policies, procedures, and procurement rules
Strong customer service skills with a high level of diplomacy and professionalism
Ability to independently prioritize tasks, coordinate multiple assignments, and meet deadlines
Demonstrated ability to manage confidential and sensitive information
Ability to work with diverse suppliers to obtain quotes, manage orders, and ensure timely service delivery
Skill in developing and maintaining effective working relationships across departments
Excellent written and verbal communication skills
Ability to perform or learn campus purchasing, contracting, and budget processes
Software and tools for work order/fiscal management
Preferred
Bachelor's degree and 2 years of relevant experience
Higher education or facilities administration experience
Experience with Workday or a comparable ERP system
Commissioned Florida Notary (preferred but not required)
Benefits
Health benefits
Flexible spending accounts
Medical and life insurance
Worker's compensation
Discounts & perks
Annual Leave
Sick Leave
Employee Assistant Program (EAP)
Company
Florida Polytechnic University
Florida Polytechnic University is the nation's educational institution that provides education in science, engineering, and degree programs.
201-500 employees
Funding
Current Stage
Growth StageTotal Funding
$2.55MKey Investors
The Duke Energy FoundationUS Department of Energy
2024-09-17Grant· $0.05M
2022-04-25Grant· $2M
2022-01-13Grant· $0.15M
Leadership Team
Kathleen Bowman
Vice President of Advancement and CEO for Florida Polytechnic University Foundation
Allen Bottorff - P.E., Ph.D.
Vice President of Administration and Finance and Chief Financial Officer
Recent News
2025-12-15
2025-10-31
2025-10-27
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