Administrative Assistant III

The Administrative Assistant III provides advanced administrative, operational, and budgetary support to the Vice President of External Affairs and administrative assistance to the Assistant Vice President of Governmental Affairs. This position requires a high level of professionalism, confidentiality, tact, and independent judgment when managing sensitive information. The role coordinates executive-level operations, supports divisional initiatives, manages budget activities and reporting, and serves as a primary administrative point of contact for the division. Administrative support to the Office of the President is provided as needed. Responsibilities Include : Provides high-level administrative support to the Vice President of External Affairs, including complex calendar management, meeting coordination, preparation of materials, and logistical support. Provides administrative assistance to the Assistant Vice President of Governmental Affairs including travel coordination, expense reporting, campus tour logistics, and coordination of marketing and informational materials. Manages divisional budget activities; monitors expenditures; reconciles p-cards and expense reports; and works closely with the Vice President of External Affairs to prepare and review monthly budget reports. Prepares presentations, correspondence, reports, media tracking summaries, charts, agendas, and other materials using standard business software applications. Receives, screens, prioritizes, and routes incoming telephone calls, correspondence, and electronic communications; serves as a point of contact for the division and responds on behalf of leadership as appropriate. Maintains electronic and physical files, records, calendars, and documentation in accordance with university policies and procedures. Attends meetings as needed to coordinate logistics, prepare and distribute agendas, record meeting minutes, and ensure timely distribution of minutes and action items. Provides back-up assistance for greeting visitors and responding to front-desk inquiries as needed, ensuring a professional and welcoming environment. Arranges business travel and processes related documentation in compliance with university travel and reimbursement policies. Performs general office operations including mail distribution, supply inventory management, facilities requests, and coordination with other university departments. Provides administrative support to the Office of the President and performs other related duties as assigned. Requirements Include : Associate Degree preferred. Equal Opportunity Florida Institute of Technology does not discriminate on the basis of race, color, national or ethnic origin, religion, disability, age, genetic information, marital status, citizenship status, veteran status, and other legally protected characteristics in its activities and programs. In accordance with Title IX of the Education Amendments of 1972, Florida Tech does not discriminate on the basis of sex. Inquiries concerning the application of the Non-Discrimination and Anti-Harassment policy may be directed to the Equal Opportunity Director and Investigator at 150 West University Blvd, Melbourne, FL 32901, or email , or +1 321-674-7153; or to the U.S. Department of Education Office for Civil Rights. Americans with Disabilities Act Please notify us at least five days in advance if a reasonable accommodation for a disability is needed by calling the Office of Human Resources at 321-674-8100. Annual Security & Fire Safety Report The federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) requires colleges and universities, both public and private, participating in federal student aid programs to disclose campus safety information, and imposes certain basic requirements for handling incidents of sexual violence and emergency situations. Florida Tech’s 2025 Annual Security and Fire Safety Report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Florida Tech; and on public property within, or immediately adjacent to and accessible from, the campus. The numbers provided include crime statistics that were reported to local law enforcement agencies, campus security and other Campus Security Authorities. The report also includes institutional policy statements regarding campus safety and security measures; descriptions of prevention and awareness programs; related university procedures and important guidance; and other essential safety information. You can obtain a printed copy of this report at the Department of Security Welcome Center located at 3126 Panther Place, during normal business hours, or by accessing the following website 2025 Annual Security and Fire Safety Report . Official Transcripts Official transcripts of all collegiate work must be sent directly from the attended institution to the Office of Human Resources prior to the first day of employment. All international degrees must have a course-by-course official evaluation and translation sent to the Human Resources Office directly from an evaluation company affiliated with the National Association of Credential Evaluation Services, Inc. (NACES). We are an E-verify employer