Administrative Assistant II

Florida Gulf Coast University; Fort Myers (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

Florida Gulf Coast University (FGCU) is seeking an Administrative Assistant II to provide comprehensive administrative support to the Assistant Vice President for Housing & Residence Life. The role includes budget administration, payroll, calendar management, and coordination of meetings and special events.

The successful candidate will oversee and train staff or students, manage records and data systems, and liaise with multiple departments.

Qualifications

• Requires high school diploma and eight years of full-time related experience.
• Experience providing high-level administrative support, budget management, payroll, maintaining calendars, and project coordination.
• Proficient with Microsoft Office (Word, Excel, Access, Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Responsibilities

• Provides administrative support to the Assistant Vice President and serves as liaison with other departments and external constituencies on day-to-day matters.
• Acts as liaison to constituents via correspondence, phone, and in-person contact, including unit reception.
• Coordinates events, conferences, and meetings.
• Assists in problem solving, program planning, and execution of goals/objectives.
• Maintains unit files, inventories, records, and data management systems.

Skills

Administrative support

Budget management

Payroll

Calendar management

Project coordination

Education

Bachelor's degree in related field

Tools

Ellucian Banner

Workday

Cognos

Gulfline

Job description

Job Summary

The Administrative Assistant II provides administrative support to the Assistant Vice President. Performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized record keeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and may supervise staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within Housing & Residence Life.

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 the Assistant Vice President. Oversees and/or performs a range of administrative activities for Housing & Residence Life; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
• Serves as the liaison to various constituents through correspondence, phone, and in-person contact, including responsibility for unit reception.
• Coordinates a wide variety of projects, such as events, conferences, and meetings.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
• Collects information, conducts research, and prepares materials for use in management or departmental discussions/meetings or for decision-making purposes.
• Interprets policies, procedures, rules and regulations, and provides input into development of new policies and processes.
• Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Maintains office supply inventory, interacts with vendors, or serves as contact for space, equipment or facility issues.
• Leads and guides the work of staff and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.

Other Duties

• Other job-related duties as assigned.
• Assist HR business partner with various Workday related tasks to ensure for accuracy in hiring and termination processes.

Required Qualifications

• This position requires a high school diploma and eight years of full-time experience directly related to the job functions.
• Professional experience providing high level administrative support, budget management, payroll, maintaining calendars, and project coordination.
• 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 Accounting, Business Administration, Finance, Management or closely related field.
• Work experience in a higher education setting.
• Experience with Ellucian Banner, Workday, Cognos, and Gulfline.

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.
• Excellent 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 16

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.