Administrative Specialist

2 weeks ago

Fort Myers, United States Florida Gulf Coast University Full time

Job Summary

The Administrative Specialist oversees the day-to-day administrative operations for assigned Lutgert College of Business centers and institutes. Provides operational, technical and administrative support for Dean’s Office as needed.

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 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 and t-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. 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 payroll certifications. Reviews and reconciles payroll registers.
- 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, presentations, and spreadsheets.
- Prepares special spreadsheet reports and presentations as needed. May prepare brochures or update department web site content.
- Provides transactional maintenance of funds and accounts for a unit or department

Other Duties:

- Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

- 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).

Preferred Qualifications:

- Bachelor’s degree from an accredited institution in an appropriate area of specialization.
- Work experience in a higher education setting.
- Experience with Ellucian Banner, Cognos, and Gulfline.

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 accurately prepare and maintain records, files, and reports.
- Ability to work successfully as both a member of a team and independently with mínimal 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 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.

Pay Grade 13

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