Job Description

Make a difference behind the scenes by helping shape the future of public service professionals. As the Administrative Assistant for the Public Service Education division, you'll be at the heart of a dynamic team that prepares the next generation of first responders, healthcare professionals, and public service leaders. This role is ideal for an organized, resourceful professional who enjoys variety, thrives in a fast-paced environment, and takes pride in keeping operations running efficiently.

In this highly visible position, you'll partner with division leadership to coordinate day-to-day operations, manage administrative processes, support financial and personnel activities, organize special projects and events, and provide exceptional customer service to students, faculty, staff, and community partners. Your attention to detail, ability to manage multiple priorities, and commitment to excellence will directly contribute to the division's success and the success of the students we serve.

If you're a proactive problem solver who enjoys collaborating with others and making a meaningful impact every day, we invite you to join our 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, provides advanced administrative support for the Public Service Education division. Responsible for ensuring efficient office operations; supporting departmental leadership; coordinating administrative processes; maintaining records; assisting with financial, personnel, and operational activities; and completing assignments and projects in a timely and accurate manner.

SPECIFIC DUTIES AND RESPONSIBILITIES:

General Administrative Functions

• Maintains effective and well-organized office operations.
• Establishes and maintains physical and/or digital filing systems.
• Ensures office equipment is functioning properly and coordinates maintenance as needed.
• Provides administrative support to leadership and assigned staff.
• Manages calendars, schedules appointments, and coordinates meetings for the dean
• Processes mail and responds to routine inquiries verbally and in writing.
• Prepares correspondence, reports, spreadsheets, presentations, and other documents
• Assists with project coordination, timelines, and departmental initiatives.
• Books travel and maintains related documentation as needed.
• Provides excellent customer service to students, faculty, staff, and visitors.
• Orders and maintains office and or classroom supplies as needed
• Coordinates with Information Technology personnel regarding equipment and system issues
• Completes all other duties and responsibilities as assigned.

Department-Specific Responsibilities

• Coordinate division/department-specific administrative functions and reporting requirements.
• Enter course additions, changes, etc., for each semester
• Monitor certification/recertification for the division faculty; create files and organize paperwork for signature
• Support specialized financial or operational processes
• May coordinate departmental webpages, communications, or marketing activities
• Assist with special projects, work orders, events, or operational initiatives
• Maintain department-specific records and compliance documentation.

Personnel and Organizational Support

• Provides administrative support for departmental staffing and workforce activities.
• Supports personnel-related processes, including time entry, payroll documentation, personnel action forms, and staff scheduling when assigned
• Maintain staff vacation and leave records when applicable
• Coordinate Work Study student(s) for the division
• Assist with performance review coordination and job description maintenance

Operational and Financial Support

• Maintain departmental records and documentation supporting operational and financial processes, as needed
• Support budget administration activities as assigned by the department.
• When applicable, assists with purchasing card reconciliation, spend authorization processing, and financial record maintenance
• Assist with expenditure tracking, purchase orders, requisitions, and related documentation as needed

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

• Associate degree; three (3) years of secretarial related work experience; or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
• Knowledge of office administration, data entry, bookkeeping, public relations, and related office equipment.
• Knowledge of the College’s/branches’ policies, procedures, and operations and related IT concerns.
• Skill in organizing, filing, analyzing and reporting data, scheduling, managing time, and prioritizing.
• Function effectively in a fast-paced environment.
• Skill in delivering customer service.
• Knowledge of office technology, software applications, and related systems
• Skill in working with Microsoft Office and Windows-based applications and computer systems.
• Managing multiple priorities and meeting deadlines
• Ability to be accurate and detail-oriented, multi-task, be people-oriented, make sound judgments, be diplomatic, function in a fast-paced and challenging environment, and work independently as well as with others.

PHYSICAL DEMANDS:

This position classifies the physical exertion requirements as light work involving lifting no more than 25 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.

Classification

Staff

Supervisory

No

FLSA Exempt

No

Employment Type

Regular

Compensation and Application Deadline

Pay range starts at: $18.40 per hour. | All salary calculations start at the minimum salary and will be based on the candidate's education and experience. | Open until filled