OPS Administrative Specialist

Florida Gulf Coast University; Fort Myers (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Florida Gulf Coast University’s OPS Administrative Specialist provides central administrative support to Eagle Media and Fraternity and Sorority Life (FSL), coordinating projects, events, and communications.

This student-facing role reports to the Administrative Assistant II for Student Experience and supports onboarding, records, and workflows in a busy university setting. Strong MS Office skills and discretion are essential.

Qualifications

• High school diploma or equivalent.
• 1–2 years of relevant administrative support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office technology.

Responsibilities

• Provide general administrative support including scheduling meetings, managing calendars, and coordinating departmental activities.
• Serve as a point of contact for students, staff, and external stakeholders; respond to inquiries professionally and timely.
• Assist students in navigating services and referrals to campus resources as needed.
• Prepare, review, and maintain documents, reports, and correspondence for the office.
• Support data entry and recordkeeping in university systems and maintain personnel/files.
• Assist with onboarding processes for OPS and student employees; communicate with Human Resources as needed.
• Coordinate logistics for meetings and events; assist with catering, travel, and accommodations.
• Maintain inventory of office supplies and equipment; manage vendor contracts for events.
• Ensure compliance with university policies and confidentiality standards.

Skills

Administrative coordination

Microsoft Office proficiency

Communication skills

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

OPS Administrative Specialist

Florida Gulf Coast University

Job Summary

The OPS Administrative Specialist serves a central administrativerole supporting Eagle Media and Fraternity and Sorority Life (FSL).This role coordinates Eagle Media and FSL projects and activitiesand assists with communications, events, and organizationalworkflows. Reporting to the Administrative Assistant II for StudentExperience, supporting the Advisor for Eagle Media and the Directorof Fraternity and Sorority Life, this role is student-facing andresponsive to the needs of students utilizing both offices.

Job Description

Typical duties include, but are not limited to:

• Provide general administrative support including schedulingmeetings, managing and maintaining shared calendars, andcoordinating departmental activities.
• Serve as a point of contact for students, staff, and externalstakeholders; respond to inquiries in a professional and timelymanner.
• Assist students in navigating their student experience,including referrals to Student Care Services and otherstudent-facing campus services.
• Prepare, review, and maintain documents, reports, andcorrespondence on behalf of the office, including meeting minutes,memos, letters, presentations, and spreadsheets.
• Assist with data entry and recordkeeping in university systems(e.g., Workday or internal databases); maintain employee personnel,internship, and service-learning files.
• Support hiring and onboarding processes for OPS and studentemployees, including support for new student hires; assist withemployment administration and communication with the central HumanResources department under the direction of the supervisor.
• Coordinate logistics for meetings, events, and departmentalfunctions (room reservations, materials, communications); assistwith catering, travel, and accommodation arrangements under thedirection of the supervisor.
• Maintain and coordinate inventory of Eagle Media and FSL officesupplies and equipment.
• Communicate budget, purchasing, and supply needs for EagleMedia and FSL to the supervisor. Maintain vendor contract recordsfor Eagle Radio Music Festival.
• Assist with the annual inventory of fixed and attractive assetsunder the direction of the supervisor.
• Ensure compliance with university policies, procedures, andconfidentiality standards.

Other duties:

• Support departmental initiatives, committees, or leadershipgroups as needed.
• Perform other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• High school diploma or equivalent.
• Relevant administrative support experience (1-2 years).
• Equivalent combination of education and experience may beconsidered.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook,PowerPoint), and general office technology.

Preferred Qualifications:

• Experience working in a higher education environment.
• Familiarity with Workday or similar enterprise systems.
• Strong customer service and interpersonal communicationskills.
• Ability to handle sensitive information with discretion.
• Experience supporting multiple stakeholders or managingcompeting priorities.

Knowledge, Skills, & Abilities:

• Knowledge of general office practices and administrativeprocedures.
• Strong interpersonal, verbal, and written communicationskills.
• Excellent organizational skills with the ability to managemultiple priorities and deadlines.
• Ability to work independently and collaboratively in a teamenvironment.
• Strong attention to detail and ability to maintain accuraterecords.
• Ability to learn new systems and adapt to changingprocesses.
• Demonstrated professionalism, discretion, and ability to handleconfidential information.
• Ability to think critically, solve problems, and improveprocesses.

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.