Administrative Specialist II

Florida Gulf Coast University Fort Myers, FL Full-time Administration / Clerical

Posted on April 26, 2024

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Administrative Specialist II

Job Summary
The Administrative Specialist II oversees the day-to-day administrative operations of the Lucas Center for Faculty Development and provides advanced administrative support for the department.

FGCU is a member of the State University System of Florida and an Affirmative Action and Equal Employment Opportunity and Access Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability, sex, pregnancy, national origin, marital status, genetic predisposition, sexual orientation, gender identity/gender expression, veteran status, and any other protected class(es), as required by applicable state and federal law, as well as University regulations and policies.

Job Description

Typical duties may include but are not limited to:

Provides advanced administrative support to include maintaining schedule/calendar, screening telephone communication, greeting and directing visitors, and dealing with administrative problems and inquiries.
Completes transfers, reconciles expenditure transactions, maintains internal accounting records, and other transactional duties related to fiscal administration.
Fulfills purchasing requirements for assigned area, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases. Verifies P and T Card transactions.
Prepares payments for center programs, guest speakers, catering and center orders. Submits check requests to the Foundation.
Establishes and maintains systems for administration of records for the area, including electronic files, records, and databases.
Supports employment administration and human resources processes, serving as a point of contact with the central HR department. Administers appointment paperwork requirements for Center employees. Fulfills administrative requirements for employment searches within area of responsibility.
Arranges and coordinates travel for Center staff and incoming guests and speakers.
Composes and prepares written documents and correspondence for the Center, including memos, letters, presentations, and spreadsheets.
Prepares special spreadsheet reports and presentations as needed. Prepares brochures and updates department web site and social media content.
Provides transactional maintenance of funds and accounts for a unit or department. Maintains and reconciles center budget using Excel Workbook ledger.
Creates and manages the center calendar of programs and events.
Assists and supports the application process for the Professional Development Award Program.
Assists with the coordination of center events.
May supervise assigned support staff to fulfill administrative responsibilities of the department.

Other Duties:

Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

This position requires a high school diploma and six years of full-time experience directly related to the job functions.
Any appropriate combination of relevant education, experience, and/or certifications may be considered.
Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, and Outlook).

Preferred Qualifications:

Bachelor's degree from an accredited institution in an appropriate area of specialization.
Experience working in a higher education setting.
Experience using Workday, Zoom, Microsoft Teams, and Canvas.

Knowledge, Skills, & Abilities:

Knowledge of general office procedures.
Knowledge of generally accepted accounting procedures and principles.
Excellent interpersonal, verbal and written communication skills.
Strong organizational skills and an ability to prioritize and complete simultaneous projects when numerous and diverse demands are involved.
Ability to operate personal computers with proficiency and learn new applications and systems.
Ability to accurately prepare and maintain records, files, and reports.
Ability to work successfully as both a member of a team and independently with minimal supervision.
Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes an equitable environment.
Ability to interact in a professional manner with a diverse group of staff, faculty, students, and the community in a service-oriented environment.
Ability to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
Ability to effectively manage the work of others by providing information, guidance and motivation.
Ability to interpret and apply laws, regulations, policies and procedures consistently.
Ability to analyze and solve problems, draw valid conclusions, and/or develop appropriate alternatives where applicable.

Pay Grade 14

To apply, visit https://fgcu.wd5.myworkdayjobs.com/en-US/eaglejobs/job/Main-Campus/Administrative-Specialist-II_R0004977?workerSubType=7606cd1535ba016f9151c43d68012214&workerSubType=7606cd1535ba01e56580c43d68012414&workerSubType=7606cd1535ba014f6fabc43d68012614

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Administrative Specialist II

Florida Gulf Coast University

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