Administrative Specialist

Florida Gulf Coast University; United States; On-site; USD 23,000 - 28,000; Full time

Job summary

Florida Gulf Coast University seeks an Administrative Specialist to support the Chair of the Department of Health Sciences. This role coordinates daily operations, facilitates communications, and supervises support staff to ensure efficient department functioning.

The successful candidate will be organized, proactive, service-oriented, and able to anticipate needs. Roles include calendar management, HR and purchasing support, travel coordination, and confidential handling of department

Qualifications

• Requires high school diploma and four years of full-time experience related to the job functions.
• Proficient with Microsoft Office (Word, Excel, Access, Outlook).
• Bachelor's degree preferred; higher education experience; familiarity with Ellucian, Banner, Cognos, Gulfline.

Responsibilities

• Provides comprehensive administrative support to the Chair, including calendar and meeting coordination, correspondence, and follow-up on departmental matters.
• Coordinates day-to-day departmental operations and maintains effective administrative systems, workflows, records and databases.
• Coordinates purchasing, travel arrangements, and administrative processes for faculty and staff.
• Supports HR processes and appointment paperwork for faculty and staff searches.
• Prepares and coordinates correspondence, reports, spreadsheets, forms, and other departmental documents.

Skills

Verbal communication

Written communication

Organization

Interpersonal skills

Problem solving

Microsoft Office

Education

High school diploma

Bachelor's degree

Tools

Ellucian

Banner

Cognos

Gulfline

Job description

Job Summary The Administrative Specialist reports to the Chair of the Department of Health Sciences and serves as a key administrative resource for the Chair, faculty, and Program Directors. The position coordinates daily departmental operations, supports faculty and program needs, facilitates administrative processes and communication, and supervises assigned support staff to ensure effective and efficient department operations. The successful candidate is organized, proactive, responsive, approachable, and service-oriented, with the ability to anticipate needs, follow through, and foster a professional and supportive environment. 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 comprehensive administrative support to the Chair, including calendar and meeting coordination, telephone and visitor support, correspondence, and follow-up on departmental administrative matters.
• Serves as a key administrative resource for faculty and Program Directors, responding to requests, coordinating administrative needs, and facilitating timely follow-through.
• Coordinates day-to-day departmental operations and mantains effective administrative systems, workflows, records, electronic files, and databases.
• Composes, prepares, and coordinates email correspondence and other written communications for the Chair and department, including memos, letters, announcements, presentations, spreadsheets, and other department documents.
• Serves as a welcoming administrative resource for students, assisting with questions and departmental processes and connecting students with the appropriate faculty, Program Director, or University office when needed.
• Completes fiscal and transactional responsibilities, including transfers, expenditure reconciliation internal accounting records, fund and account maintenance, and related financial processes.
• Coordinates purchasing activities, including researching products and services, obtaining quotes, entering information into university systems, processing purchase orders, maintaining P-Card documentation, and reconciling purchases.
• Supports employment and human resources processes, serving as a point of contact with central HR; coordinates appointment paperwork and administrative requirements for faculty and staff searches.
• Coordinates travel arrangements and related administrative processes for department faculty, staff, guests, and speakers.
• Prepares and coordinates correspondence, reports, spreadsheets, forms, and other departmental documents.
• May update department website content as needed.
• Supports departmental meetings, events, communications, and special projects, including preparation of materials and coordination of logistics.
• Anticipates administrative needs, identifies issues requiring attention, and works proactively with the Chair, faculty, Program Directors, and University offices to facilitate resolution.
• Maintains confidentiality, professionalism, responsiveness, and accuracy in handling departmental information and administrative matters.
• Supervises assigned support staff and coordinates workflow to ensure effective and efficient completion of departmental responsibilities.

Other Duties

Performs other job-related duties as assigned.

Required Qualifications

This position requires a high school diploma and four 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. Work experience in a higher education setting. Experience with Ellucian, Banner, 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 generally accepted accounting procedures and principles.
• Excellent 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 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 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.

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 13

$16.50 to $20.19 Hourly Rate Commensurate with Education and Experience

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.