Administrative Specialist, Grants

Make a difference at one of Florida's premier institutions for education in science, technology, engineering, and math (STEM). Florida Polytechnic University, ranked the No. 1 public college in the region by U.S. News and World Report, offers a unique working environment that encourages faculty and staff to be part of a culture that prizes collaboration, innovation, and the willingness to go above and beyond to ensure our students and University succeed. Florida Poly offers a small campus academic environment where students form connections with their faculty and peers as they pursue high-value degrees in engineering and applied sciences.

The University is equipped with cutting-edge facilities and equipment and two award-winning, architecturally distinct academic buildings. Its evolving curriculum, designed to meet the needs of industry and provide a life-long educational foundation for students, has helped the institution grow in prominence since its opening in 2014. Florida Poly's deliberately small classes, affordability, and outstanding graduate outcomes have helped it earn recognitions such as being named a top value school, in the top 25 nationally for affordability, and in the top five best universities in the South for tech students. Accredited by ABET and SACSCOC, Florida Poly is educating some of the brightest minds in Florida and attracting standout talent from across the nation.

Responsibilities:

• Provide advanced administrative support tothedepartment, includingfacultymanagement, report creation, and initiative tracking.

• Routine monitoring of grantbudget records and expenditures for active projects.

• Resolve Enterprise system tasks such as reconcilingexpenses and purchase orders.

• Provide technical assistance to faculty on the university's Enterprise system, as needed.

• Maintain vendor relationships, serve as a purchasing agent, and manage expenses charged to employee-issued P-Card in accordance with university policy.

• Maintain vendor relationships and serve as the primary purchasing agent for thedepartment, managing expenses charged to employee-issued P-Card

• Assistin coordinatingadministrative processes, including contract review, equipment orders, service agreements, and supplier quotes.

• Monitor tracking systems to track progress and streamlinepurchasing timelines.

• Maintaindivisionoperations by managing officelogistics, coordinating meetings and projects, and supporting event planning efforts.

• Provide ongoing guidance to staff on fiscal procedures, procurement protocols, and administrative workflows.

• Act as departmentliaisontoFinance, Procurement, HR, and IT.

• Submits purchase and/or requisition requests on behalf of PIs following internal policies/procedures.

• Monitor the department's general email inbox to address and respond to inquiries.

• Work with colleagues to troubleshoot and resolve grant-related issues, as needed.

• Communicate regularly with faculty and staff and provide high-quality customer service.

• Generate and send grant invoices to seek payment from the sponsor.

• Monitor monthly invoices to ensure sponsors make payments in accordance with the research/award agreement.

• Submit and monitor grant-funded student worker and graduate assistant positions.

• Perform other related duties as assigned to support the Grants Administration Department.

Minimum Qualifications:

• Bachelor's degree in accounting, Finance, Business Administration, or related field

• Two (2) years of experience in accounts receivable and customer service

• Two (2) years' Supervisory experience

• In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor's degree and two years of relevant experience.

• Knowledge of OMB Uniform Grant Guidance (UGG) compliance requirements.

• Knowledge of Workday ERP system.

• Prior grant-related experience that includes fiscal monitoring of projects.

Knowledge, Skills, and Abilities (KSAs):

• Familiarity with managing budget and/or payroll or invoice functions and transactions.

• Prior experience procuring goods and services via purchase orders and requisitions.

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• Excellent written and verbal communication skills.

• Manage multiple projects and deadlines simultaneously, ensuring compliance with internal and external guidelines while managing time effectively.

• Demonstrates client service experience that requiresa very highlevel of diplomacyand professionalism.

• Excellent communication skills with the ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.

REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW:

• Must possess a valid driver's license.

• This position requires a criminal background check.

• This position is subject to federal and state privacy regulations.

NORMAL WORK SCHEDULE: This position is non-exempt/salary exempt. The normal work schedule is Monday - Friday, 8:00 a.m.-5:00 p.m. However, occasional overtime (weekends and evenings) may be required.

TARGET HIRING SALARY: $50,200 - $53,000 commensurate with experience.

LOCATION/WORK MODEL: Full-time/On-site

Note: Employment-based visa sponsorship will NOT be considered for this position.

Application Deadline Date: The position may be open for 14 days with a minimum of 7 days; however, the review of applications will commence immediately.

Application Process:

In addition to completing the online application, all applicants are required to upload the following as attachments to the application (preferably in PDF format):

• Cover Letter

• Resume

• Three (3) Professional References

If any of these three items are missing, you will not be considered for the position. References will not be contacted unless you are selected as a finalist for the position.

DIVERSITY STATEMENT:

Florida Polytechnic University is an equal opportunity/equal access institution. It is the policy of the Board of Trustees to provide equal opportunity for employment and educational opportunities to all (including applicants for employment, employees, applicants for admission, students, and others affiliated with the University) without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status or genetic information.

Employment is contingent upon eligibility to work in the US. An appointment is not final until proof is provided.

FLORIDA POLY BENEFITS INFORMATION

Florida Poly qualified employees have the opportunity to take advantage of a variety of health benefits (through the State of Florida) to help meet their specific needs, as well as the needs of their family. This comprehensive coverage includes flexible spending accounts, medical and life insurance, and worker's compensation.

Health benefits are administered through People First, on behalf of the State of Florida, as pre-tax insurance plans. People First handles all new hire enrollments, coverage changes, premium administration, and dependent eligibility. Their Service Center is staffed Monday through Friday, from 8 a.m.-6 p.m. EST, at 1-866-663-4735.

RETIREMENT

Florida Poly offers great options for retirement. From the required selection of a state plan to additional voluntary retirement plans, our employees have many opportunities to save and prepare for their future. Click Here for more information.

OTHER BENEFITS

• Discounts & Perks

• Annual Leave

• • To help promote work-life balance, Florida Poly provides a generous leave program, which includes paid time off and paid holidays. Qualified employees may accrue 22 days of annual leave. In addition, the University observes the holidays listed in our University Holidays policy FPU-1.008.

• Sick Leave

• • Qualified employees may also accrue 12 days of annual sick leave and participate in our Sick Pool Program.

• Employee Assistant Program (EAP)

EXPLORE LAKELAND FLORIDA

Conveniently located along I-4 between Tampa and Orlando, Lakeland is home to Florida Polytechnic University and many other businesses and attractions. Click here to explore Lakeland, Florida.

SPECIAL INSTRUCTIONS REGARDING ATTACHMENTS:

Required attachments are listed on each posting. Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be considered.

An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire.

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline.

All document(s) must be received on or before the closing date of the job announcements.

This position requires a background check, which may include a level II screening as required by the Florida Statute*435.04.