Administrative Assistant II

Job Summary

The Administrative Assistant II provides administrative support to the Assistant Vice President of Campus Life and Dean of Students. Performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized record keeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and supervises staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within a department.

Florida Gulf Coast University is committed to establishing and maintaining an inclusive working and learning environment in which students, faculty, administrators, staff, curriculum, social activities, governance, and all other aspects of the campus life reflect a diverse, multi-cultural, and international worldview.

At FGCU, we collectively stand against any individual or group that practices any form of racism, discrimination, intolerance, hate expressions, or disrespect. We are committed to preparing students to understand, live among, appreciate, and work in an inherently diverse country and world made up of people with different ethnic and racial backgrounds, religious beliefs, abilities, ages, gender identities, sexual orientations, socio-economic status, cultural traditions, family statuses, and military backgrounds. FGCU strives to hire great people from a wide variety of backgrounds, not just because it’s the right thing to do, but because it makes our University stronger. The University community recognizes the importance of a diverse and inclusive institution and holds these ideals as paramount for the current and future success of the institution.

We seek colleagues who promote and embrace diversity, equity, and inclusion. We encourage individuals from diverse backgrounds to apply for this position as we believe that our University will grow and move forward through a commitment of equality for all.

Job Description

Typical duties may include but are not limited to:

•Provides administrative assistance to a dean, or assistant/associate vice president. Oversees and/or performs a range of diverse administrative activities for the department or organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.

•Serves as the liaison to various constituents through correspondence, phone, and in-person contact, including responsibility for unit reception.

•Coordinates a wide variety of projects, such as events, conferences, and meetings.

•Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.

•Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.

•Collects information, conducts research, and prepares materials for use in management or departmental discussions/meetings or for decision-making purposes.

•Interprets policies, procedures, rules and regulations, and provides input into development of new policies and processes.

•Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.

•Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.

•Maintains office supply inventory, interacts with vendors, or serves as contact for space, equipment or facility issues.

•Leads and guides the work of staff and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.

•Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.

Other Duties:

Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

High school diploma or equivalent.

Eight years of professional full-time high level administrative support experience providing budget management, payroll, maintaining calendars, and project coordination.

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 Accounting, Business Administration, Finance, Management or closely related field.

Work experience in a higher education setting.

Experience with Ellucian Banner, Cognos, and Gulfline.

Knowledge, Skills & Abilities:

Knowledge of general office procedures.

Knowledge of budget control principles, practices, and procedures.

Excellent interpersonal, verbal and written communication skills.

Excellent 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.

Ability to maintain confidentiality and discretion at all times.

Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes equity and inclusion.

Required:

Cover Letter

Resume

Salary Range:

$45,000 - $50,000

As a campus with a continually growing diverse student body, we seek an individual dedicated to excellence in administrative skills sincere commitment to promoting equity, as evidenced by prior successful and innovative measures. A successful candidate will be an equity-minded individual committed to collaborating with students, faculty, staff, administration, campus and community partner.

The Dean of Students’ Office and Campus Life Team provide many opportunities for collaboration across our broad functional areas (Eagle Media, Fraternity and Sorority Life, The Multicultural and Leadership Development Center, Office of Student Conduct, Student Care Services, and Office of Student Involvement) as well as campus partners.

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