Administrative Specialist

Location
Florida, United States
Salary
Salary Not Specified
Posted
Nov 20, 2020
Employment Level
Administrative
Employment Type
Full Time


Job Summary

The Administrative Specialist oversees the day-to-day administrative operations of the Biology department. Supervises assigned support staff to fulfill administrative responsibilities of the department.

Job Description

Typical duties include but are not limited to:

  • Provides 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.
  • 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:

  • High school diploma or equivalent.
  • Four years of relevant full-time administrative support experience.
  • Any appropriate combination of relevant education, experience, and/or certifications may be considered.
  • Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).


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 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.


FGCU is an EOE AA /F/Vet/Disability Employer.

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