Administrative Specialist I/II

1 month ago

Fort Myers, United States Florida Gulf Coast University Full time
Job Summary

The Administrative Specialist oversees the day-to-day administrative operations of the Veteran's Success Office. Assists with the planning and implementation of events and delivers excellent customer service.

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 administrative support to include maintaining schedule/calendar, screening telephone communication, greeting and directing visitors, and handling administrative problems and inquiries.
  • Assists with the planning and execution of office events including organizing event spaces, contacting vendors and speakers, and event set-up.
  • Creates and distributes marketing materials for office events. Provides information to event participants and answers questions.
  • Maintains office website including event calendar and content updates.
  • 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.
  • 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 department employees. Fulfills administrative requirements for employment searches within area of responsibility.
  • Tracks and audits department leave records and employee time sheets. Prepares and approves payroll certifications. Reviews and reconciles payroll registers and updates pay distribution.
  • Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers.
  • Composes and prepares written documents and correspondence for the office, including memos, letters, marketing materials, presentations, and spreadsheets.
  • Prepares special spreadsheet reports and presentations as needed.
  • Provides transactional maintenance of funds and accounts for the office.

Other Duties:
  • May supervise assigned support staff to fulfill administrative responsibilities of the department.
  • Other job-related duties as assigned.

Additional Job Description

Minimum Requirements for a Administrative Specialist Level I:
  • This position requires a high school diploma and four 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, Access, and Outlook).

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

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 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.
  • Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes an equitable environment.

Administrative Specialist Level I- Pay Grade 13

Administrative Specialist Level II- Pay Grade 14

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