Administrative Assistant II, Advancement

Florida Gulf Coast University; North Lake Village (FL); On-site; USD 43,000 - 62,000; Full time

Job summary

Florida Gulf Coast University is seeking an Administrative Assistant II to provide high-level administrative support to the Assistant Vice President of Advancement and the Director of Major Gifts and Planned Giving. The role includes budget administration, staff coordination, and coordinating events.

The successful candidate will train and supervise staff, maintain records, manage calendars, prepare reports, and interact with vendors and campus partners.

Qualifications

• This position requires a high school diploma and eight years of full-time experience directly related to the job functions.
• Experience providing administrative support such as budget management, payroll, maintaining calendars, or project coordination.
• Experience operating a personal computer and proficient with Microsoft Office Suite.
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Responsibilities

• Provides administrative assistance to senior leadership and serves as liaison with multiple units.
• Coordinates a wide variety of projects, events, and meetings.
• Assists in problem solving, program planning, and execution of goals.
• Maintains and reviews unit records, correspondence, and data management systems.
• Oversees fiscal administration including budgets, funding, contracts, payroll, and purchasing.

Skills

Budget management

Payroll

Calendar management

Project coordination

Microsoft Office Suite

Education

Bachelor's degree in Accounting, Business Administration, Finance, Management or related field

Tools

Raiser's Edge

Workday

Job description

Job Summary

The Administrative Assistant II provides administrative support to the Assistant Vice President of Advancement and the Director of Major Gifts and Planned Giving. This role performs and/or oversees a variety of administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, including budget administration, equipment and facilities coordination, inventory management, record keeping and database management. The position also supports specified information-gathering projects and tasks and coordinates meetings, program functions, and/or special events, as appropriate. Additionally, this role may train and supervise staff and/or students and may coordinate specified administrative activities and reporting across multiple organizational units within a department.

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 Assistant Vice President, Advancement and Director, Major Gifts and Planned Giving. Oversees and/or performs a range of administrative activities for the department or organizational unit; 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.
• Monitors, reconciles, and assists with fiscal administration for 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 seeking alternate 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 of full-time experience directly related to the job functions.
• Experience providing administrative support such as budget management, payroll, maintaining calendars, or project coordination.
• Experience operating a personal computer and proficient with Microsoft 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 related field.
• Work experience in a higher education setting.
• Experience with Raiser's Edge, or a similar database and Workday

Knowledge, Skills & Abilities:

• 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.
• 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.

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 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 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.