Job Description

Join the Office of the Provost as an Administrative Assistant, where you'll play a pivotal role in supporting the College's academic leadership and advancing its mission of student success. As a trusted partner to the Provost and Associate Vice Provost, you'll help ensure the smooth operation of the office by managing executive calendars, coordinating meetings and travel, maintaining faculty credentials, supporting financial and administrative processes, and serving as a key resource for faculty, staff, students, and community partners.

This highly visible position requires exceptional organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities while maintaining the highest level of professionalism and confidentiality.

If you enjoy working in a collaborative environment, anticipate needs before they arise, and take pride in delivering outstanding administrative support that drives organizational success, we encourage you to apply and become an integral member of our academic leadership team.

About Us

Indian River State College is a leading public institution on Florida’s Treasure Coast, serving students across multiple campuses in four counties. We are committed to academic excellence, innovation, and community engagement, offering associate and bachelor’s degrees, workforce training, and continuing education programs that meet the needs of our region.

At The River, we believe every student’s and every employee’s story matters. We value the diverse perspectives, experiences, and talents that come together across our campuses, creating a learning environment and workplace that is supportive, inclusive, and inspiring.

With flexible learning options online, on campus, and hybrid, we meet students where they are and prepare them for real-world success. Programs like the Promise Program expand access by providing eligible students with tuition-free opportunities, ensuring every learner has the chance to thrive.

Why Join The River

When you join Indian River State College, you become part of a collaborative and mission-driven community where your work makes a meaningful impact. Here, your role is more than a job; it’s an opportunity to shape futures, support student success, and contribute to a college that is changing lives every day.

What We Offer

We are committed to supporting the well-being and professional growth of our employees through a comprehensive and competitive benefits package:

• Health & Wellness: Medical, dental, and vision coverage; flexible spending accounts; life insurance; supplemental plans; and an Employee Assistance Program (EAP)
• Affordable Coverage: PPO and HMO options starting at approximately $50/month for individual coverage and $180/month for family coverage
• Retirement Security: Florida Retirement System (FRS) participation, plus optional tax-deferred annuities and Roth 403(b) plans
• Work-Life Balance: Generous paid vacation, personal, and sick leave
• Perks & Discounts: Reduced rates on services and access to local attraction discounts
• Growth & Development: Professional development opportunities, leadership training, and career advancement pathways

JOB SUMMARY:

Under minimal supervision, this position provides administrative support for assigned area.  Maintain confidentiality and ensure the office operate smoothly and efficiently at all times. Duties include: Assist with overseeing administrative records, process and maintain faculty credentials, requisitions, invoices, reimbursements, p-card purchases, and reconciliations. Complete assigned reports if applicable; coordinate and set up meetings, interviews, and appointments; and perform routine administrative tasks that may include Human Resources, Finance, payroll, and other college departments.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• • Complete all administrative tasks for the Provost;

  • Process and maintain all faculty credentials;

  • Prepare and compose professional correspondence and communications.

  • Assist the Provost, office staff, and other College employees with information requests.

  • Schedule appointments and meetings for the Provost and Associate Vice Provost.

  • Answer incoming telephone calls, emails and walk-in inquiries from the College, campus and community while disseminating accurate answers and information on behalf of the Vice President.

  • Respond to telephone, fax and e-mail contacts. Handle all walk-ins whether they be visitors or employees.

  • Create an environment of collaborative transparency and supportive accountability that will assist with ideas to optimize actual financial performance.

  • Provide proactive intervention and problem resolution with students or employees who need additional assistance.

  • Establish and maintain a well-organized filing system.

  • Attend all Administrative staff, full staff, and committee meetings and take accurate minutes in all meetings.

  • Coordinate travel arrangements and conference registrations for the Provost and Associate Vice Provost.

  • Assist with preparing financial analysis to support budget planning and decision making.

  • Support the division in special projects.

  • Complete other related duties and responsibilities as assigned.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

• • Associate degree; five (5) years of related administrative assistant work experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

  • Knowledge of office administration, bookkeeping, and related equipment.

  • Skill in organizing, filing, scheduling and coordinating meetings, managing time, and prioritizing tasks.

  • Ability to be accurate and detailed oriented, maintain confidentiality, make sound judgments, multi-task, be self-motivated, and work independently.

  • Demonstrated expertise in office skills such as word processing, database management, spreadsheet, power point, windows, and ERP applications.

  • Strong office management, interpersonal, and organizational skills.

  • Excellent written and verbal communications skills;

  • Strong initiative and productivity

  • Ability to compose routine correspondence, organize projects, maintain organized files, greet guests, answer telephones.

  • Ability to take and transcribe minutes of meetings, and similar office skill duties;

  • Possess outstanding time management skills and professional demeanor at all times

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.

This description is intended to indicate typical kinds of tasks and levels of work difficulty that will be required of positions given this title and shall not be construed as declaring every specific duty and responsibility of the particular position.  This job description is not intended to be a contract for employment, and the employer reserves the right to make any necessary revisions to the job description at any time without notice.

Classification

Staff

Supervisory

No

FLSA Exempt

No

Employment Type

Regular

Compensation and Application Deadline

Pay range starts at: $19.51/hour | All salary calculations start at the minimum salary and will be based on candidate's education and experience | Open until filled.