Administrative Assistant II

Florida Gulf Coast University; Fort Myers (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

Florida Gulf Coast University seeks an Administrative Assistant II to provide comprehensive support to the Assistant Vice President. The role oversees a range of administrative duties, budget administration, and coordination of meetings, events, and reporting within Housing & Residence Life.

The ideal candidate has a high school diploma with substantial experience, proficient Microsoft Office skills, and the ability to manage calendars, payroll processes, and project coordination.

Qualifications

• Requires a high school diploma and eight years of full-time experience related to the job.
• Experience providing high-level administrative support including budget management, payroll, calendars, and project coordination.
• Proficient with Microsoft Office (Word, Excel, Access, Outlook).

Responsibilities

• Provides administrative support to the Assistant Vice President and unit staff.
• Serves as liaison with departments and external contacts for day-to-day matters.
• Coordinates events, conferences, and meetings.
• Assists in problem solving, planning, development, and execution of goals.
• Maintains unit files, inventories, records, and data management.
• Interprets policies and contributes to policy development.
• Led and supervised staff or student employees when needed.
• May participate in hiring decisions and performance appraisals.

Skills

Budget management

Payroll

Calendar management

Project coordination

Staff supervision

Microsoft Office

Education

High school diploma

Bachelor's degree (preferred)

Tools

Ellucian Banner

Workday

Cognos

Gulfline

Microsoft Office

Job description

Administrative Assistant II

Florida Gulf Coast University

Job Summary

The Administrative Assistant II provides administrative support tothe Assistant Vice President. Performs and/or oversees a variety ofassociated administrative, fiscal, staff support, and planningactivities, some of which require advanced or specialized knowledgeand skills, such as budget administration and control, equipment,facilities, and inventory management, specialized record keepingand database management, and/or specified information-gatheringprojects and tasks. Coordinates and facilitates meetings, programfunctions, and/or special events, as appropriate. Trains and maysupervise staff and/or students. May coordinate specifiedadministrative activities and reporting across multipleorganizational units within Housing & Residence Life. FGCU is building a culture of curiosity, commitment andcollaboration. We value employees who successfully work with othersand drive positive change through critical thinking and decisiveaction. If you thrive in an environment of innovation,accountability and mutual respect, you will find a good homehere.

Job Description

Typical duties may include but are not limited to:

• Provides administrative assistance to the Assistant VicePresident. Oversees and/or performs a range of administrativeactivities for Housing & Residence Life; serves as a centralpoint of liaison with other departments and external constituenciesin the resolution of a variety of day-to-day matters concerning theunit.
• Serves as the liaison to various constituents throughcorrespondence, phone, and in-person contact, includingresponsibility for unit reception.
• Coordinates a wide variety of projects, such as events,conferences, and meetings.
• Assists in administrative problem solving, program/projectplanning, development, and execution of stated goals andobjectives.
• Provides and/or oversees support activities for the unit suchas answering telephones, assisting and resolving problems andinquiries of visitors, review and control of incoming and outgoingcorrespondence, and follow-up on operational commitments.
• Collects information, conducts research, and prepares materialsfor use in management or departmental discussions/meetings or fordecision-making purposes.
• Interprets policies, procedures, rules and regulations, andprovides input into development of new policies and processes.
• Establishes, updates, and maintains unit's files, inventories,and records; implements and maintains data management systems, asrequired.
• Utilizes knowledge and understanding of underlying operationalissues to create, compose, and edit technical and/or administrativecorrespondence and documentation.
• Maintains office supply inventory, interacts with vendors, orserves as contact for space, equipment or facility issues.
• Leads and guides the work of staff and supervises studentemployees as appropriate; may participate in hiring decisions andperformance appraisal.

Other Duties:

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

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and eight years offull-time experience directly related to the job functions.
• Professional experience providing high level administrativesupport, budget management, payroll, maintaining calendars, andproject coordination.
• Experience operating a personal computer and proficient withMicrosoft 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 relatedfield.
• Work experience in a higher education setting.
• Experience with Ellucian Banner, Workday, Cognos, andGulfline.

Knowledge, Skills & Abilities:

• Proven ability to think strategically and approach challengeswith creativity.
• Demonstrated track record of reliability, meeting goals, andholding oneself accountable.
• Strong interpersonal skills and experience working effectivelyacross teams.
• Knowledge of general office procedures.
• Knowledge of budget control principles, practices, andprocedures.
• Excellent interpersonal, verbal, and written communicationskills.
• Excellent organizational skills and an ability to prioritizeand complete simultaneous projects when numerous and competingdemands are involved.
• Ability to operate personal computers with proficiency andlearn new applications and systems.
• Ability to accurately prepare and maintain records, files, andreports.
• Ability to work successfully as both a member of a team andindependently with minimal supervision.
• Ability to interact in a professional manner with staff,faculty, students, and the community in a service-orientedenvironment.
• Ability to think critically and creatively, have a highstandard of integrity, and be motivated to incorporate bestpractices into the organizational structure.
• Ability to effectively manage the work of others by providinginformation, guidance, and motivation.
• Ability to interpret and apply laws, regulations, policies, andprocedures consistently.
• Ability to analyze and solve problems, draw valid conclusions,and/or develop appropriate alternatives where applicable.
• Ability to maintain confidentiality and discretion at alltimes.

Institutional Values & Behavioral Expectation

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

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

Pay Grade 16

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