Administrative Specialist

Job Summary

The Administrative Specialist provides administrative support for the Music program and the Director of the Bower School of Music & the Arts. This position oversees the day-to-day administrative operations of the Music department and scholarship program. Serves as the departmental receptionist, manages routine office functions and schedules, assists students and faculty, and oversees the administrative functions of the scholarship program. The Administrative Specialist supervises assigned support staff and student workers to fulfill administrative responsibilities of the Music department.

Job Description

Typical duties may include but are not limited to:

• Acts as the department’s first point of contact; greets and directs visitors, screens all telephone calls, relays messages, handles general correspondence, and responds to administrative problems and inquiries in a prompt, courteous, and confidential manner.
• Maintains departmental calendar, course schedules, and class room use charts. Coordinates and confirms availability of the Bower School of Music classrooms and equipment.
• 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 paper and electronic files, records, and databases.
• Oversees student scholarships, maintains scholarship budgets, prepares correspondence for and tracks records of scholarship awards, and coordinates details with faculty leadership, Financial Aid and Foundation Offices.
• Maintains student confidentiality, assists with student retention efforts, tracks course enrollment, and serves as liaison to academic advisors.
• Registers music students for applied lessons and works with the Director and the Registrar’s Office to review course schedules and room use each semester.
• Composes and prepares written correspondence; including emails, letters, presentations, spreadsheets, and programs or brochures for special musical events.
• Collaborates with the Music Program Coordinator in the management of the general facilities to include faculty/staff work room, office supplies, and equipment.
• Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers.
• Assists with recruiting student workers to include posting job announcements, interviewing, hiring, and training in new job responsibilities.
• Serves as a liaison to FGCU Foundation and other supporting agencies
• Assists with developing and maintaining Bower School of Music Alumni contact list.
• Prepares special spreadsheet reports and presentations as needed. May prepare brochures or assist with department web site content.

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 Music, Arts, Education or related area of specialization.
• Work experience in a higher education setting, preferably in a school of music.
• Experience with customer service; event, budget, record, and facilities management.
• Experience with promotion and management of public events.
• Experience with Ellucian, Workday, Cognos, Gulfline. Experience in use of Adobe Acrobat Pro and Adobe InDesign

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.

This position will close Friday February 26, 2021.

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