Administrative Assistant III

The Chronicle Of Higher Education, Inc.; Melbourne (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

The Chronicle Of Higher Education, Inc. is looking for an Administrative Assistant III in Melbourne, Florida. The role involves providing advanced administrative support to the Vice President of External Affairs and assistance to other executives. Responsibilities include complex calendar management, meeting coordination, and budget monitoring.

The ideal candidate will possess an Associate Degree and demonstrate professionalism, confidentiality, and independent judgment when managing sensitive information. The position offers a varied range of administrative tasks, ensuring efficient support for the division.

Qualifications

• High level of professionalism, confidentiality, tact, and independent judgment.
• Experience managing sensitive information.
• Skills in complex calendar management and meeting coordination.

Responsibilities

• Provides high-level administrative support to the Vice President of External Affairs.
• Manages divisional budget activities and prepares monthly budget reports.
• Coordinates logistics for meetings and takes minutes as needed.

Education

Associate Degree preferred

Job description

The Administrative Assistant III provides advanced administrative, operational, and budgetary support to the Vice President of External Affairs and administrative assistance to the Assistant Vice President of Governmental Affairs. This position requires a high level of professionalism, confidentiality, tact, and independent judgment when managing sensitive information. The role coordinates executive‑level operations, supports divisional initiatives, manages budget activities and reporting, and serves as a primary administrative point of contact for the division. Administrative support to the Office of the President is provided as needed.

Responsibilities

• Provides high‑level administrative support to the Vice President of External Affairs, including complex calendar management, meeting coordination, preparation of materials, and logistical support.
• Provides administrative assistance to the Assistant Vice President of Governmental Affairs including travel coordination, expense reporting, campus tour logistics, and coordination of marketing and informational materials.
• Manages divisional budget activities; monitors expenditures; reconciles p‑cards and expense reports; and works closely with the Vice President of External Affairs to prepare and review monthly budget reports.
• Prepares presentations, correspondence, reports, media tracking summaries, charts, agendas, and other materials using standard business software applications.
• Receives, screens, prioritizes, and routes incoming telephone calls, correspondence, and electronic communications; serves as a point of contact for the division and responds on behalf of leadership as appropriate.
• Maintains electronic and physical files, records, calendars, and documentation in accordance with university policies and procedures.
• Attends meetings as needed to coordinate logistics, prepare and distribute agendas, record meeting minutes, and ensure timely distribution of minutes and action items.
• Provides back‑up assistance for greeting visitors and responding to front‑desk inquiries as needed, ensuring a professional and welcoming environment.
• Arranges business travel and processes related documentation in compliance with university travel and reimbursement policies.
• Performs general office operations including mail distribution, supply inventory management, facilities requests, and coordination with other university departments.
• Provides administrative support to the Office of the President and performs other related duties as assigned.

Requirements

• Associate Degree preferred.

Equal Opportunity

Florida Institute of Technology does not discriminate on the basis of race, color, national or ethnic origin, religion, disability, age, genetic information, marital status, citizenship status, veteran status, and other legally protected characteristics in its activities and programs. In accordance with Title IX of the Education Amendments of 1972, Florida Tech does not discriminate on the basis of sex. Inquiries concerning the application of the Non‑Discrimination and Anti‑Harassment policy may be directed to the Equal Opportunity Director and Investigator at 150 West University Blvd, Melbourne, FL 32901, or email [e-mail], or +1321‑674‑7153; or to the U.S. Department of Education Office for Civil Rights.

Americans with Disabilities Act

Please notify us at least five days in advance if a reasonable accommodation for a disability is needed by calling the Office of Human Resources at 321‑674‑8100.

We are an E‑verify employer.