Administrative Assistant III - Office of the President

Join the IRSC Team - Exceptional Benefits Await You!

At Indian River State College (IRSC), 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. IRSC provides the tools and support needed to help you reach your full potential.

Indian River State College (IRSC) is seeking an experienced and highly organized Administrative Assistant to support the Executive Manager to the President. This critical role ensures the smooth operation of the President's Office by managing administrative tasks, handling sensitive information with discretion, and maintaining professional communication with internal and external stakeholders.

The ideal candidate will be a proactive problem-solver with a high degree of professionalism, able to prioritize multiple projects and work effectively in a fast-paced environment.

Why Join IRSC?
At Indian River State College, we are dedicated to fostering an inclusive, innovative, and student-focused environment. This role offers an exciting opportunity to contribute to the success of the institution and its stakeholders.

JOB SUMMARY:

Under direct supervision, this position supports the Executive Manager to the President of IRSC. The role involves managing essential administrative functions to ensure the smooth operation of the President's Office, handling sensitive information with discretion, and interacting with college stakeholders, including students, faculty, and external partners. Provide essential administrative support to senior leadership. Respond to inquiries and assisting in resolving complaints/issues. Maintain substantial and frequent contact with Board members, Senior Leadership, Administrators, Faculty, and Staff. Provide comprehensive support to the Executive Manager, including planning and executing Board meetings and other events.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Support to Executive Manager: Assist the EM by managing the President's calendar, scheduling appointments, and preparing materials for meetings and events.
• Communication Management: Uses independent judgment in planning and decision-making regarding administrative and business operations when responding to inquiries, routing phone calls, and managing correspondence, ensuring timely communication between the President's Office and other departments.
• Document Preparation and Records Management: Draft, format, and proofread documents, presentations, and reports; organize and maintain physical and electronic files with a high level of accuracy and confidentiality.
• Event Coordination: Assist in organizing meetings, events, and special engagements hosted by the President's Office, including logistics planning and on-site support. Assist with the promotion of special events.
• Special Projects: Independently manage and execute special projects as requested by the Office of the President Executive Manager. Many projects delegated to this position are unique and may require exercising independent research and decision-making. Support the EM in managing projects that require coordination with internal departments and external stakeholders, contributing to the efficient operation of the President's Office.
• Serve as a backup to the Executive Manager during absences or high workload periods.
• Visitor Reception: Serve as the primary point of contact for visitors to the President's Office, ensuring a welcoming and professional environment.
• Complete all other duties and responsibilities as assigned.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

• Associate's degree in a related field preferred or an equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Minimum of five (5) years in an administrative role, preferably in higher education or an executive office.
• Strong problem-solving skills with minimal direction.
• Ability to work independently and collaboratively, prioritize tasks, and manage multiple projects under deadlines.
• Proficiency in office administration, bookkeeping, and related equipment.
• Ability to work both independently and collaboratively and to prioritize and effectively execute concurrent projects under pressure of deadlines and a public setting with consistent accuracy and attention to detail.
• Independent judgment in planning and decision-making for administrative and business operations.
• Excellent organizational, filing, data analysis, scheduling, time management, and prioritization skills.
• High level of professional discretion, confidentiality, and interpersonal communication skills.
• Exceptional written and verbal communication skills, with the ability to interact at all levels of the institution.
• Expert knowledge of Adobe and MS Office programs (Word, Excel, Access, PowerPoint) and aptitude for learning new software.
• Ability to troubleshoot computer programs and assist others with software use.
• Detail-oriented, able to multi-task, make sound judgments, and function in a fast-paced environment.
• Professionalism, diplomacy, and discretion in interactions with a diverse population.
• Ensures accuracy in all communications and documents.
• Knowledge of IRSC policies and procedures preferred.

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.