Administrative Specialist II

Florida Gulf Coast University; Lexington (MA); On-site; USD 52,000 - 68,000; Full time

Job summary

Florida Gulf Coast University seeks an Administrative Specialist II to manage day-to-day administrative operations in the Department of Language & Literature. You will supervise support staff and handle calendar management, visitor support, and inquiries, while coordinating fiscal and HR processes.

The role requires strong MS Office skills, attention to detail, and the ability to work across teams in a higher education setting.

Qualifications

• Requires high school diploma with six years of full-time related experience.
• Proficient with Microsoft Office (Word, Excel, Access, Outlook).
• Bachelor’s degree or equivalent combination of education/experience may be considered.]
• Preferred: experience in higher education and with Ellucian Banner, Cognos, Gulfline.

Responsibilities

• Provide advanced administrative support including calendar management, scheduling, greeting visitors, and handling inquiries.
• Perform transactional fiscal duties: transfers, expenditures, internal accounting records, and related processing.
• Handle purchasing: quotes, PO entry, P‑Card maintenance, and reconciliations.
• Maintain electronic and physical records, databases, and HR-related paperwork in coordination with central HR.
• Track payroll-related documents, time sheets, and payroll certifications; assist with payroll reconciliation.

Skills

Microsoft Office

Education

Bachelor’s Degree

High School Diploma

Tools

Ellucian Banner

Cognos

Gulfline

Job description

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 maintaining schedule/calendar, screening telephone communication, greeting and directing visitors, and dealing with administrative problems and inquiries.
• Completes transfers, reconciles expenditure transactions, maintains internal accounting records, and other transactional duties related to fiscal administration.
• Fulfills purchasing requirements for assigned area, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases.
• Establishes and maintains systems for administration of records for the area, including electronic files, records, and databases. Assists in procedural updates and implementation.
• Supports employment administration and human resources processes, serving as a point of contact with the central HR department. Administers appointment paperwork requirements for department employees.
• Fulfills administrative requirements for employment searches within area of responsibility.
• Tracks and audits department leave records and employee time sheets. Prepares and approves payroll certifications. Reviews and reconciles 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 for the office, including memos, letters, presentations, and spreadsheets.
• Prepares special spreadsheet reports and presentations as needed. May prepare brochures or update department web site content.
• Provides transactional maintenance of funds and accounts for a unit 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 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 interpersonal, 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 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.

Institutional Values & Behavioral Expectation

• 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.

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.