Administrative Specialist

Job Summary

The Administrative Specialist oversees the day-to-day administrative operations of the Exercise Science program and the anatomy and physiology courses in the Department of Rehabilitation Sciences. Supervises assigned student workers to fulfill administrative responsibilities of the department. This position frequently engages with student populations, faculty, other departmental staff.

FGCU is a member of the State University System of Florida and an Affirmative Action and Equal Employment Opportunity and Access Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability, sex, pregnancy, national origin, marital status, genetic predisposition, sexual orientation, gender identity/gender expression, veteran status, and any other protected class(es), as required by applicable state and federal law, as well as University regulations and policies.

Job Description

Typical duties may include but are not limited to:

• Provides administrative support to include maintaining schedules/calendars, screening telephone communication, greeting and directing visitors, and dealing with administrative concerns and inquiries requiring problem solving. Responds in a timely manner to all constituents, both internal and external to the department.

• Fulfills purchasing requirements for assigned area including researching items and obtaining price quotes, entering information into university systems, receiving purchasing orders, maintaining purchasing card and travel card information, and reconciling purchases.

• Establishes and maintains administrative systems for confidential records within the area, including electronic and/or physical files, records, and databases as appropriate.

• Supports employment administration and human resources processes. Fulfills administrative requirements for employment searches within area of responsibility and the college.

• Assists department staff and faculty with utilizing the university systems to create spend authorizations for upcoming travel. Assists with submission of expense reports upon completion of travel.

• Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets. May assist faculty, staff and students with preparations of materials to be used at professional conferences or meetings.

• Attends administrative and departmental meetings and records minutes as needed.

• Prepares special spreadsheet reports and presentations as needed. May prepare brochures or update department website content.

• Under supervision of director and/or his/her designee, will provide transactional maintenance of funds and accounts for unit/department.

Other Duties:

• Performs other job-related duties as assigned.

Additional Job Description

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:

• 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 diverse 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 a diverse group of 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 student workers by providing information, guidance, and motivation.

• Ability to analyze and solve problems, draw valid conclusions, and/or develop appropriate alternatives where applicable.

• Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes an equitable environment.

Pay Grade 13