Administrative Specialist

Job Summary

The Administrative Specialist supports the general office functions and administration of the NCF Early Child Development Center in Naples, Florida (Collier County).

Job Description

Typical duties may include but are not limited to:

• Provides comprehensive administrative support to the Center Director, including managing calendars, drafting correspondence, preparing reports, and coordinating travel arrangements and reimbursements.
• Drafts, edits, and prepares documents, spreadsheets, newsletters, contracts, and promotional materials.
• Creates, organizes, and maintains filing systems, workflows, and unit records.
• Maintains office supply inventory and serves as the unit contact for vendors, equipment, space, and facility-related issues.
• Manages updates to center web pages and collaborates with FGCU web personnel as needed.
• Serves as the primary point of contact for the center, responding to inquiries via email, phone, mail, and in person.
• Provides accurate information regarding policies, procedures, and program operations; responds to routine and moderately complex questions.
• Supports daily operational needs, including reception duties and communication with families, staff, and campus partners.
• Coordinates the scheduling and communication for parent/teacher conferences and provides follow-up as needed.
• Prepares, reviews, and inputs human resources documents and data in accordance with FGCU processes.
• Performs data entry, maintains updated lists and records, and assists with mailings.
• Assists in completing annual VPK and School Readiness contracts with the Early Learning Coalition of Southwest Florida.
• Works in early childhood classrooms as needed to support ratios, supervision, and continuity of care.
• Utilizes the ProCare software system to support billing, enrollment, waitlist management, attendance, and other program functions.

Other Duties:

• Performs other job-related duties as assigned.
• May assist in planning, coordinating, or supporting center events.

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.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).
• 45 clock-hour childcare training as required by the Department of Children and Families. Training must begin and be completed within 30 days of hire.
• An additional 9 school readiness training as required by the Department of Children and Families. Training hours completed within 30 days of hire.
• CPR certified within 90 days of hire.
• First Aid certified within 90 days of hire.
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Work experience in a higher education setting.
• Experience with Workday.

Knowledge, Skills & Abilities:

• Ability to Complete the DCF 45-hour childcare training.
• Ability to Complete the DCF 9-hour school readiness training.
• Ability to Complete CPR training.
• Ability to Complete First Aid training.
• Knowledge of general office procedures.
• Excellent interpersonal, verbal and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects within deadlines.
• Skill in completing assignments accurately and with attention to detail.
• Ability to operate office equipment.
• Ability to operate personal computers with proficiency and learn new applications and systems.
• Ability to work successfully as both a member of a team and independently with minimal supervision.
• Ability to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
• Ability to think critically and make clear, well-reasoned and timely decisions.
• Ability to apply general rules to specific problems to produce answers that make sense.
• Ability to adapt quickly to changing situations and environments.
• Ability to add, subtract, multiply, or divide quickly and accurately.
• Ability to understand and follow directions.

Pay Grade 13

This position is partially grant funded with anticipated refunding. Although renewal of grant is expected, position is contingent upon renewal of grant.

FGCU is a State University System of Florida member and an Equal Opportunity and Equal Access employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status.

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