Administrative Assistant II, Academic Affairs

Salary: $15.87 - $19.82 Hourly Location : Lakeland Job Type: Full-Time Job Number: 202600063 Org: Academic Affairs Dean - Lakeland Opening Date: 03/03/2026 Closing Date: 3/10/2026 8:00 AM Eastern Please label all uploaded documents with your full name (for example: Jane_Doe_Resume). This helps ensure your materials are properly matched to your application. Description This position provides mid-level administrative and clerical support to a college administrator. This position requires a wide variety of administrative and staff support services to the organizational unit. The work is generally diversified requiring judgment to apply broader aspects of established policies, practices and procedures. Essential Functions/DutiesAssists in the daily operation of a busy office or department by answering phones, processing correspondence, assisting students, faculty, and staff, filing, and processing incoming and providing general office administrative support. Assists callers to successfully resolve their requests. Maintains department office files and records, updates manuals and policy books. Orders office supplies, if required. Uses computer -based software such as MS Word, Excel, etc., and in some cases, department-specific software for internal and external correspondence. Maintains busy appointment calendar and schedules appointments as needed. Maintains confidential records and ensures confidentiality in the office. Prepares forms, travel authorizations and other related standard operating procedure forms, and enters disbursement requests and purchase requisitions in the college enterprise system. (ER) Manages Employee and Program Development (EPD) office coordination and EPD budget records, updates & sends spreadsheets to appropriate parties and prepares quarterly reports. Disseminates EPD information/forms to college personnel as needed and assists staff with completing forms. Assists with division budget records, prepares budget amendments, assists in budget preparation, and processes invoices. Access accounting system online. Assists with input into the Strategic Planning System, and other departmental planning documents or software as needed. Assists in establishing rapport and open lines of communication with administrative personnel, senior management and other faculty and staff. Devises action plans to complete tasks relative to other department personnel, resolves routine questions and problems, and refers more complex issues to higher levels. Assists in preparing required state reporting and reports required by other government entities and accreditation agencies. Processes contracts and RPAs for all staff and other personnel paperwork, as assigned. Ensures smooth departmental operations, tracking staff attendance and time sheet timeliness. Coordinates Team meetings and works with Team members to process College paperwork. Prepares agendas and attends group and committee meetings to take minutes. Performs other appropriate duties as assigned by the supervisor and/or other divisional staff members. Typical QualificationsRequired Skills The ability to establish an effective rapport with staff and faculty including senior leadership. Excellent organizational skills, with special attention to detail. Excellent oral and written communications skills. Ability to work well with others. Intermediate experience with word processing, spreadsheets, and databases. Excellent human relations skills. Ability to maintain confidential information. Working Conditions/Additional Information Must have the ability to work proficiently in a busy, multi-office work area. Must be flexible and able to adapt well to changes. Salary and Benefits Information This position is level C15. We offer a comprehensive benefits package that includes medical, dental, and vision coverage; short-term disability; paid holidays and sick leave; vacation (excluding faculty positions); retirement benefits for eligible employees; and college fee waivers. Required Education A high school diploma or equivalent is required. Required Experience: Three or more years of administrative and clerical support experience is required, preferably in support of a mid-level or senior leadership position. Supplemental Information Submissions that do not include all parts of the following required information will not be considered: a resume. an electronic job application (all sections MUST be completed). Important Information If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement. Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship. To request Veteran's Preference, please be sure to upload all necessary documents (DD-214, etc.) to your application. Polk State College is a drug-free workplace. Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodation is considered on a case-by-case basis. Employment visa sponsorship is unavailable for this position. Applicants requiring employment visa sponsorship now or in the future (e.g., F-1 STEM OPT, H-1B, TN, J1, etc.) will not be considered. Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment. Polk State College does NOT provide relocation assistance for this position. Equal Opportunity Statement Polk State College does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs, activities, or employment. For information about the College's equal access and equal opportunity policies and procedures, or to file a complaint, please contact: Title IX Coordinator 3425 Winter Lake Road Lakeland, FL 33803 863.669.2903 For additional information, visit We encourage applicants to provide feedback on their experience or request help at We offer a comprehensive benefits package that includes medical, dental, and vision coverage; short-term disability; paid holidays and sick leave; vacation (excluding faculty positions); retirement benefits for eligible employees; and college fee waivers. To learn more details, visit our benefits page. 01 Are you over the age of 18? Yes No 02 Are you currently authorized to work in the United States for any U.S. employer? Yes No 03 Will you now or in the future require any type of employer sponsorship or immigration-related support to legally work for Polk State College? (This includes but is not limited to the following: H-1B, H-1B1, J-1, TN, E-3, O-1, F-1 CPT, F-1 OPT, F-1 STEM OPT.) Yes No 04 Are you currently in a period of F-1 CPT or OPT or seeking employment under one of these programs? Yes No 05 Are you a United States Veteran or a qualifying family member seeking to use Veterans' Preference? (Please upload your DD-214 documents to your profile/application.) Yes No 06 Are you a current employee at Polk State College? Yes No 07 Are you bilingual? Yes No 08 Which statement below best describes the highest level of education you have completed? High School Diploma/GED Associate's Degree Bachelor's Degree Master's Degree Master's Degree + 18 graduate hours Doctorate Degree 09 How many years of professional administrative and clerical support experience do you have? No experience Less than 1 year of experience 1 year but less than 2 years of experience 2 years but less than 3 years experience 3 years but less than 5 years experience More than 5 years experience 10 The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during the interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. Yes, I understand and agree No, I do not agree Required Question

Created: 2026-03-05