Administrative Specialist I/II

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 and soliciting suppliers, obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases.
• Performs inventory and asset tracking tasks, including logging and tagging purchases, monitoring inventory levels, coordinating repairs, and maintaining records for warranties, software and equipment maintenance.
• Establishes and maintains systems for record administration, including electronic files, records, and databases used to track student Castlebranch requirements, CJIS certification, professional licensure and course registration data. 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.
• Assists with onboarding new hires, including preparing and maintaining contracts for independent contractors and adjunct faculty.
• Fulfills administrative requirements for employment searches within area of responsibility, including promoting listings for alumni and student hiring.
• 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 other printed/electronic materials in collaboration with Marketing, and update department website and social media content.
• Provides transactional maintenance of funds and accounts for a unit or department.
• Assists in organizing annual PA program events including orientations, retreats, presentations and milestone ceremonies.
• Maintains keys and works closely with Work Management to ensure the upkeep and safety of lab and office spaces.

Other Duties:

• Other job-related duties as assigned.

Additional Job Description

Minimum Requirements for Administrative Specialist Level I:

• 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.

Minimum Requirements for Administrative Specialist Level II:

• 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.

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

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.

Administrative Specialist Level I: Pay Grade 13

Administrative Specialist Level II: Pay Grade 14

Applicants will be evaluated for roles as either Administrative Specialist I or Administrative Specialist II based on their qualifications.

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.