Administrative Assistant I Fielden Institute

Job Description

Join a mission-driven team where organization communication and community impact come together. The Foundation is seeking a detail-oriented collaborative professional to support daily operations donor engagement initiatives and special events thatstrengthen connections between the college and the community.

This role is ideal for someone who thrives in a fast-paced environment enjoys building relationships and takes pride in creating meaningful support behind the scenes that helps students and programs succeed.

About Us

Indian River State College is a leading public institution located on Floridas Treasure Coast serving students across multiple campuses in four counties. We are dedicated to academic excellence innovation and community engagement offering associate and bachelors degrees workforce training and continuing education programs.

At The River we believe every students and employees story matters. We value the different perspectives experiences and talents that come together on our campuses creating a learning environment and workplace thats supportive inclusive and inspiring. With flexible options online on campus and hybrid we design learning experiences that meet students where they are and prepare them for real-world success. Programs like the Promise Program open doors by providing eligible students with tuition-free access ensuring every learner has the opportunity to thrive.

Why Join the River

When you join Indian River State College you become part of a forward-thinking and supportive community where your work truly matters. Your role is more than a job; its an opportunity to shape the future uplift students and be part of a mission-driven college that is changing lives every day.

JOB SUMMARY:

Under direct supervision this position provides administrative and clerical support to the Foundation coordinating daily operations managing reports and communications and serving as a key point of contact for internal and external stakeholders. The role also supports Foundation events and initiatives that enhance donor engagement and community partnerships.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Provide administrative support to senior leadership and associated programs including scheduling meetings preparing reports and presentations maintaining records and coordinating internal and external communications.
• Assist with communications and outreach efforts including maintaining email distributions and supporting social media engagement using platforms such as Constant Contact and other tools (Raisers Edge experience preferred).
• Perform a wide range of clerical and office management functions such as data entry correspondence filing calendar management mail distribution answering phones ordering supplies and maintaining organized office systems.
• Draft compile and edit correspondence reports presentations and other program documentation; ensure accuracy consistency and timely distribution.
• Serve as the primary point of contact for program-related inquiries responding as appropriate and directing requests to the correct resources.
• Collaborate with staff faculty and internal/external stakeholders to support program goals initiatives and daily operations.
• Coordinate and manage logistics for meetings events and committee activities including securing venues preparing materials and tracking attendance.
• Support budget and financial operations by monitoring expenditures processing purchase requests reconciling expenses and ensuring compliance with funding and institutional guidelines.
• Assist with data collection and reporting efforts including surveys assessments and program performance tracking.
• Support basic human resources and financial processes including transaction processing documentation and report preparation.
• Maintain accurate records and databases ensuring confidentiality and proper documentation practices.
• Complete all other duties and responsibilities as assigned.

QUALIFICATIONS KNOWLEDGE AND SKILL REQUIREMENTS:

• Associates degree from an accredited institution or a minimum of two (2) years of relevant clerical/administrative experience in an educational setting.
• Demonstrate strong attention to detail including maintaining clear and professional handwritten communications (including cursive where appropriate).
• Strong organizational and time-management skills with the ability to prioritize multiple tasks.
• Experience with budgeting purchasing and financial reconciliation processes preferred.
• Proficiency in Microsoft Office (Word Excel Outlook PowerPoint) and ability to learn new software systems.
• Excellent written and verbal communication skills.
• Ability to work independently while maintaining strong attention to detail.
• Experience handling sensitive information with discretion and confidentiality.
• Strong interpersonal skills with the ability to interact professionally with faculty staff students and external partners.

PHYSICAL DEMANDS:

This position classifies the physical exertion requirements as ability to sit stand and walk for extended periods; 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.

This description is intended to indicate typical kinds of tasks and levels of work difficulty that will be required of positions given this title and shall not be construed as declaring every specific duty and responsibility of the particular position. This job description is not intended to be a contract for employment and the employer reserves the right to make any necessary revisions to the job description at any time without notice.

Classification

Supervisory

FLSA Exempt

Employment Type

Compensation and Application Deadline

Required Experience:

Junior IC