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Administrative Assistant, Operations

Florida Gulf Coast University
Florida, United States
Salary Not Specified
Posted Date
Jan 21, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Student Affairs, Student Activities & Services
Employment Level
Employment Type
Full Time
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Job Summary

The Administrative Assistant, Operations consecutively provides comprehensive administrative support, in a shared-services setting, to two or more departments. Acting under general supervision, anticipates management or unit needs, proactively solves problems and handles issues. This position reports to the Director, Operations and directly supports the Facilities Planning and Environmental Health & Safety departments.

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 director, dean, or assistant/associate vice president, in support of multiple departments. Responsibilities include but are not limited to: managing calendars, composing correspondence, editing presentations, handling travel arrangements, processing invoices and insurance documents.

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.

Coordinates office operations and services such as personnel, budget preparation and control.

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.

Creates or maintains unit filing systems or workflows, and maintains confidential information.

Drafts or reviews correspondence or other documents.

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

May supervise or serve as a lead for other staff, including students.

Provides transactional maintenance of funds and accounts of several units, departments, or colleges.

Other Duties:

May serve as a lead to student or OPS employees.

Assists the Assistant Director of Risk Management with insurance submissions, processes direct pay invoices and enters certificates of liability.

Maintains updates to websites for assigned departments.

Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

High school diploma or equivalent.

Six 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 Workday.

Knowledge, Skills & Abilities:

Knowledge of general office procedures.

Knowledge of budget control principles, practices, and procedures.

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

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.

Salary Range: $17.86 to $22.75 hourly

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