Administrative Assistant III, Florida Charter Institute

The Administrative Assistant III supports and coordinates a variety of services and programs on behalf of the Florida Charter Institute (FCI). The position works closely with the Executive Team to support programs and services being conducted by the Institute. The position will also navigate and coordinate between the Institute and the larger Miami Dade College administrative structure. This is a Professional Exempt Contractual (PEC) position for which an annual contract reflecting the base salary within the fiscal year (July 1st to June 30th) will be issued after ratification by Miami Dade College’s District Board of Trustee. This is a temporary grant funded position. This grant position will be eligible for participation in the Florida Retirement System (FRS) after 6 consecutive months of continuous employment.

• Works closely with the Florida Charter Institute (FCI) leadership team to ensure follow up and administrative support to services and activities being conducted by the FCI
• Serves as a liaison for the FCI and the Miami Dade College administrative structure
• Builds relationships with key contacts within the Miami Dade College administrative structure to be able to navigate the needs of the FCI to ensure projects are completed successfully
• Generates POs and financial reports within the MDC system as needed by the Institute
• Provides administrative support with regard to the various projects undertaken by the Institute
• Attends Team Meetings and other cross-function meetings as applicable
• Manages assigned logistics pertaining to in person events, including copies and supplies, tech needs and troubleshooting, catering/food deliveries, and (where applicable) liaising with the MDC events team
• Works with the Department of Education’s certification system to ensure in-service points are award to FCI training participants, and answers questions from participants should they arise
• Monitors and ensures timely attention to tasks as assigned within the team’s project management system
• Organizes and maintains the Florida Charter Institute office, including furniture, supply, and tech needs
• Maintains relevant documentations for the operation for the Florida Charter Institute
• Monitors and ensures timely completion of requests made to FCI through the helpdesk ticket system
• Coordinates travel arrangements and expense reimbursements as needed
• Performs other duties as assigned
  

• Master’s degree from a regionally accredited institution with two (2) years of administrative or related experience; or Bachelor’s degree from a regionally accredited institution and six (6) years of experience.
• Knowledge and understanding of College organization, goals and objectives, and policies and procedures.
• Demonstrated exceptional organizational and detail-oriented abilities.
• Experience working in large, complex organizations.
• Possess strong facilitation skills.
• Knowledge and understanding of process model related to project implementation.
• Knowledge of Microsoft Office and Google Suite software and specific computer programs related to area of responsibility.
• Knowledge and understanding of events planning.
• Ability to implement strategic plans.
• Ability to work well under pressure and demonstrate flexibility in a fast paced, dynamic environments.
• Ability to manage multiple projects and processes and effectively prioritize.
• Excellent organizational and communication skills (both oral and written).
• Strong interpersonal skills and ability to communicate effectively with a wide range of individuals and constituencies in a diverse community.
• Ability to write reports that conform to prescribed style and format.
• Ability to effectively present information to top management.
• Ability to supervise and train assigned staff including organizing, prioritizing, and scheduling work assignments.
• Ability to work well in a multi-ethnic and multi-cultural environment with students, faculty and staff.

The final candidate is to successfully complete a background screening and reference check process.