Administrative Assistant II, Advancement

Florida Gulf Coast University; Fort Myers (FL); Sur place; USD 40 000 - 52 000; Plein temps

Résumé du poste

Florida Gulf Coast University is seeking an Administrative Assistant II in the Advancement area. The role supports the Assistant Vice President of Advancement and the Director of Major Gifts and Planned Giving, coordinating budgets, events, and data management to ensure smooth operations.

The position requires a high school diploma with extensive experience, strong Microsoft Office skills, and the ability to supervise staff and coordinate across units.

Qualifications

• Requires a high school diploma and eight years of full-time experience related to the function.
• Experience providing administrative support including budget management, payroll, calendars, or project coordination.
• Proficient with Microsoft Office Suite and general office software; combination of education/experience may be considered.

Responsabilités

• Provide administrative support to the Assistant Vice President of Advancement and the Director of Major Gifts and Planned Giving.
• Coordinate meetings, events, and conferences for the advancement office.
• Monitor budgets, purchasing, and payroll activities for the unit.
• Maintain records, data management, and correspondence in support of departmental goals.
• Supervise staff or students as appropriate and assist with reporting across units.

Connaissances

Interpersonal communication

Verbal communication

Written communication

Calendar management

Project coordination

Budget understanding

Office software

Formation

High school diploma

Bachelor's degree in related field

Outils

Microsoft Office Suite

Raiser’s Edge

Workday

Description du poste

Administrative Assistant II, Advancement

Florida Gulf Coast University

Job Summary

The Administrative Assistant II provides administrative support tothe Assistant Vice President of Advancement and the Director ofMajor Gifts and Planned Giving. This role performs and/or overseesa variety of administrative, fiscal, staff support, and planningactivities, some of which require advanced or specialized knowledgeand skills, including budget administration, equipment andfacilities coordination, inventory management, record keeping anddatabase management. The position also supports specifiedinformation-gathering projects and tasks and coordinates meetings,program functions, and/or special events, as appropriate.Additionally, this role may train and supervise staff and/orstudents and may coordinate specified administrative activities andreporting across multiple organizational units within adepartment.

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 Assistant Vice President,Advancement and Director, Major Gifts and Planned Giving. Overseesand/or performs a range of administrative activities for thedepartment or organizational unit; serves as a central point ofliaison with other departments and external constituencies in theresolution 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.
• Monitors, reconciles, and assists with fiscal administrationfor the unit, including but not limited to budgets, funding,grants, contracts, payroll, employment, travel, and/or purchasing;may assist with fiscal planning, including participating in seekingalternate sources of funding.

Other Duties:

• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and eight years offull-time experience directly related to the job functions.
• Experience providing administrative support such as budgetmanagement, payroll, maintaining calendars, or projectcoordination.
• Experience operating a personal computer and proficient withMicrosoft Office Suite.
• 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 Raiser's Edge, or a similar database andWorkday

Knowledge, Skills & Abilities:

• 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, and reports.
• 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.
• 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.

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

This is a grant funded position 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 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.