Administrative Assistant

Florida Gulf Coast University; Fort Myers (FL); On-site; USD 40,000 - 52,000; Full time

Job summary

Florida Gulf Coast University is seeking an Administrative Assistant to provide administrative support to the University Library. The role requires anticipating needs, solving problems, and coordinating daily operations and projects within the Library.

The successful candidate will manage calendars, correspondence, travel, and onboarding, while maintaining filing systems and coordinating budget-related tasks. Strong communication and organizational skills are essential.

Qualifications

• 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.
• Bachelor's degree is preferred; higher education experience and Workday/SharePoint experience are beneficial.

Responsibilities

• Provides administrative assistance to support Deans, faculty and staff within the Library, including managing calendars, composing correspondence, editing presentations, and handling travel arrangements.
• Anticipates management and unit needs and proactively solves problems under general supervision.
• Coordinates a wide variety of projects, such as Deans events, conferences, workshops, and meetings.
• Coordinates office operations and services such as personnel, budget preparation, and control.
• Collects information, conducts research, and prepares materials for use in management or departmental discussions/meetings.
• Oversees hiring process, coordinates interviews and onboarding of new employees.
• Maintains office supply inventory, interacts with vendors, and serves as point of contact for space/equipment issues.
• Drafts or reviews correspondence and documents; supervises or leads other staff including students.

Skills

Interpersonal skills

Communication skills

Time management

Problem solving

Team leadership

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Access

Workday

SharePoint

Job description

Administrative Assistant

Job Summary

The Administrative Assistant provides administrative support to the University Library. Acting under general supervision, the position anticipates management or unit needs, proactively solves problems, and handles issues. Coordinates daily operations and activities of the University Library.

FGCU is building a culture of curiosity, commitment and collaboration. We value employees who successfully work with others and drive positive change through critical thinking and decisive action. If you thrive in an environment of innovation, accountability and mutual respect, you will find a good home here.

Job Description

Typical duties may include but are not limited to:

• Provides administrative assistance to support Deans, faculty and staff within the Library, including responsibilities such as managing calendars, composing correspondence, editing presentations, and handling travel arrangements.
• Acts under general supervision to anticipate management and unit needs and proactively solve problems.
• Coordinates a wide variety of projects, such as Deans events, conferences, workshops, and meetings.
• Coordinates office operations and services such as personnel, budget preparation, and control.
• Collects information, conducts research, and prepares materials for use in management or departmental discussions/meetings or for decision-making purposes.
• Oversees hiring process, coordinates interviews and manages onboarding of new employees.
• Maintains office supply inventory, interacts with vendors. Serves as point of contact for space, equipment or facility issues.
• Creates or maintains unit filing systems or workflows, and maintains confidential information.
• Drafts or reviews correspondence or other documents.
• Supervise or serve as a lead for other staff, including students.

Other Duties

• Performs other job-related duties as assigned.

Required Qualifications

• 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.

Preferred Qualifications

• Bachelor's degree from an accredited institution in an appropriate area of specialization.
• Work experience in a higher education setting.
• Experience with Workday.
• Experience with SharePoint.

Knowledge, Skills & Abilities

• Proven ability to think strategically and approach challenges with creativity.
• Demonstrated track record of reliability, meeting goals, and holding oneself accountable.
• Strong interpersonal skills and experience working effectively across teams
• Knowledge of general office procedures.
• Knowledge of budget control principles, practices, and procedures.
• Excellent interpersonal, verbal and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects when numerous and competing 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 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 maintain confidentiality and discretion at all times.

Institutional Values & Behavioral Expectation

• Seek out new approaches to improve outcomes; remain open for feedback and new ideas.
• Lead with integrity; consistently produce high-quality work; persevere to overcome obstacles to meet deadlines and achieve deliverables.
• Share information and insights thoughtfully; build partnerships across departments; communicate respectfully; support colleagues to achieve common goals.

Pay Grade 15

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.

To apply, visit https://fgcu.wd5.myworkdayjobs.com/en-US/eaglejobs/job/Main-Campus/Administrative-Assistant_R0007617?workerSubType=7606cd1535ba016f9151c43d68012214&workerSubType=7606cd1535ba01e56580c43d68012414&workerSubType=7606cd1535ba014f6fabc43d68012614