Administrative Assistant

Florida Gulf Coast University; United States; On-site; USD 42,000 - 54,000; Full time

Job summary

Florida Gulf Coast University seeks an Administrative Assistant to support the School Director of Behavioral Health and Social Services. The role coordinates school-wide administrative and fiscal operations, clinical fieldwork activities, and accreditation and grant documentation.

Under supervision, you will manage complex calendars, travel, prepare briefs, and serve as liaison with university leadership, faculty, staff, students, and partners.

Qualifications

• High school diploma with six years of full-time related experience.
• Proficient in Microsoft Office Suite (Word, Excel, Access, Outlook).
• Bachelor’s degree preferred; experience in higher education or research is a plus.

Responsibilities

• Provides administrative support to the School Director, including managing calendars, coordinating leadership meetings, preparing agendas, recording minutes, tracking action items, and arranging travel.
• Drafts, reviews, and edits correspondence, school-wide communications, presentations, reports, and leadership briefing materials.
• Serves as the primary liaison between the Director’s office and university leadership, faculty, staff, students, external agencies, and community partners.
• Coordinates school-level fiscal and procurement activities, including processing transactions, reconciling purchasing card statements, tracking expenditures, preparing budget transfers, and monitoring departmental budgets.
• Facilitates faculty and staff administrative and human resources processes, including search committee coordination, appointment paperwork, contract tracking, and payroll certification.

Skills

Organizational skills

Communication

Teamwork

Reliability

Education

High school diploma

Bachelor's degree

Tools

Microsoft Office

Ellucian Banner

Cognos

Workday

Gulfline

Supervision Assist

Exxat

Job description

Job Summary

The Administrative Assistant provides administrative and operational support to the School Director of Behavioral Health and Social Services. Acting under general supervision, the position coordinates school-wide administrative and fiscal operations, clinical fieldwork activities, and accreditation and grant documentation while anticipating leadership needs, resolving issues, and maintaining confidential information. 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

• Provides administrative support to the School Director, including managing complex calendars, coordinating leadership meetings, preparing agendas, recording minutes, tracking action items, and arranging travel.
• Drafts, reviews, and edits correspondence, school-wide communications, presentations, reports, and leadership briefing materials.
• Serves as the primary liaison between the Director’s office and university leadership, faculty, staff, students, external agencies, and community partners.
• Coordinates school-level fiscal and procurement activities, including processing transactions, reconciling purchasing card statements, tracking expenditures, preparing budget transfers, and monitoring departmental budgets.
• Facilitates faculty and staff administrative and human resources processes, including search committee coordination, appointment paperwork, contract tracking, and payroll certification.
• Provides administrative support for clinical fieldwork and practicum/internship placements, including maintaining placement records, coordinating communications, tracking required documentation, and assisting faculty, students, clinical supervisors, and community partner agencies with related administrative processes.
• Maintains and tracks affiliation agreements, memoranda of understanding, clinical agency contracts, liability insurance documentation, and other required compliance records.
• Administers clinical placement tracking systems and maintains accurate placement records, supervisor verifications, agency documentation, field experience manuals, and program resources.
• Coordinates meetings, orientations, advisory board gatherings, and other activities involving clinical partners, faculty, staff, and external stakeholders.
• Provides administrative support for grants and contracts, including tracking expenditures, processing invoices, coordinating purchases and participant stipends, and reconciling travel expenses.
• Collects, organizes, and maintains program, assessment, and clinical placement data to support specialized accreditation, university assessment, compliance reporting, and strategic planning.
• Maintains calendars and tracking systems for grant reporting deadlines, accreditation requirements, compliance activities, and school-wide projects.
• Coordinates documentation and data collection for annual reports, leadership briefings, and school-level performance dashboards.
• Coordinates office operations, maintains records and filing systems, monitors supplies and equipment, and addresses facilities and service needs.
• Directs, trains, and monitors student assistants and federal work-study employees supporting the Director’s office and school operations.
• Coordinates school-wide events, retreats, faculty assemblies, conferences, and special projects.
• 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.
• Experience providing administrative support to an Academic Director or Principal Investigator in a higher education or research environment.
• Experience with post-award grant administration procedures, budget reconciliations, and university procurement workflows.
• Experience with Ellucian Banner, Cognos, Workday, and Gulfline.
• Experience administering clinical placement software (e.g., Supervision Assist, Exxat).

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

In this role, the successful candidate will be expected to: 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.

FGCU is a dynamic, student-centered institution located in Southwest Florida. We're dedicated to academic excellence, innovation, and community engagement. As a member of our faculty or staff at FGCU, you'll find a supportive environment where your work makes a real impact—on campus and beyond. Explore exciting opportunities to grow your career while shaping the future with us.