Administrative Specialist II

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

Job summary

Florida Gulf Coast University is seeking an Administrative Specialist II to oversee day-to-day administrative operations in the Department of Language & Literature. The role supervises support staff and ensures efficient administrative processes across the department.

FGCU emphasizes collaboration, accountability and critical thinking, offering a professional environment that values initiative, teamwork and service excellence in a higher education setting.

Qualifications

• Six years of full-time experience directly related to the job functions.
• Proficient with Microsoft Office (Word, Excel, Access, and Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Responsibilities

• Provides advanced administrative support: schedule/calendar management, screening calls, greeting visitors, and addressing inquiries.
• Completes purchasing requirements: obtain quotes, enter data in university systems, process purchase orders, and reconcile purchases.
• Establishes and maintains records systems (electronic files, databases) and assists in updates.
• Supports employment administration and HR processes; acts as point of contact with central HR.
• Coordinates travel for department staff, faculty, guests and speakers.
• Prepares documents and correspondence; creates memos, letters, presentations and spreadsheets.
• Maintains funds and accounts for the department as needed.

Skills

Interpersonal skills

Organizational skills

Team collaboration

Critical thinking

Communication skills

Problem solving

Time management

Education

High school diploma

Bachelor's degree

Tools

Microsoft Office (Word, Excel, Access, Outlook)

Job description

Administrative Specialist II

Florida Gulf Coast University

Job Summary

The Administrative Specialist II oversees the day-to-day administrative operations of the Department of Language & Literature. Supervises assigned support staff to fulfill administrative responsibilities of the 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 advanced administrative support to include maintainingschedule/calendar, screening telephone communication, greeting anddirecting visitors, and dealing with administrative problems andinquiries.
• Completes transfers, reconciles expenditure transactions,maintains internal accounting records, and other transactionalduties related to fiscal administration.
• Fulfills purchasing requirements for assigned area, researchingitems and obtaining price quotes, entering information intouniversity systems, receiving purchase orders, maintaining P-Cardinformation, and reconciling purchases.
• Establishes and maintains systems for administration of recordsfor the area, including electronic files, records, and databases.Assists in procedural updates and implementation.
• Supports employment administration and human resourcesprocesses, serving as a point of contact with the central HRdepartment. Administers appointment paperwork requirements fordepartment employees.
• Fulfills administrative requirements for employment searcheswithin area of responsibility.
• Tracks and audits department leave records and employee timesheets. Prepares and approves payroll certifications. Reviews andreconciles payroll registers and updates pay distribution.
• Arranges and coordinates travel for department staff, faculty,and incoming guests and speakers.
• Composes and prepares written documents and correspondence forthe office, including memos, letters, presentations, andspreadsheets.
• Prepares special spreadsheet reports and presentations asneeded. May prepare brochures or update department web sitecontent.
• Provides transactional maintenance of funds and accounts for aunit or department.

Other Duties

• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and six years offull-time experience directly related to the job functions.
• 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 anappropriate 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 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 generally accepted accounting procedures andprinciples.
• Excellent interpersonal, verbal and written communicationskills.
• Strong organizational skills and an ability to prioritize andcomplete simultaneous projects when numerous and competing demandsare 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 whereapplicable.

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.

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.