Administrative Assistant I Fielden Institute at Indian River State College in Vero Beach, FL

Job description

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 that strengthen 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 Florida’s Treasure Coast, serving students across multiple campuses in four counties. We are dedicated to academic excellence, innovation, and community engagement, offering associate and bachelor’s degrees, workforce training, and continuing education programs. At The River , we believe every student’s and employee’s story matters. We value the different perspectives, experiences, and talents that come together on our campuses, creating a learning environment and workplace that’s 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; it’s 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 (Raiser’s 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 du