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
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
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.
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
Interprets policies, procedures, rules and regulations, and
provides input into development of new policies and
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
Provides transactional maintenance of funds and accounts of several
units, departments, or colleges.
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
Maintains updates to websites for assigned departments.
Performs other job-related duties as assigned.
Additional Job Description
High school diploma or equivalent.
Six years of relevant full-time administrative support
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).
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
Excellent interpersonal, verbal and written communication
Strong organizational skills and an ability to prioritize and
complete simultaneous projects when numerous and diverse demands
Ability to operate personal computers with proficiency and learn
new applications and systems.
Ability to accurately prepare and maintain records, files, and
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
Ability to interact in a professional manner with a diverse group
of staff, faculty, students, and the community in a
Ability to think critically and creatively, have a high standard of
integrity, and be motivated to incorporate best practices into the
Ability to effectively manage the work of others by providing
information, guidance and motivation.
Ability to interpret and apply laws, regulations, policies and
Ability to analyze and solve problems, draw valid conclusions,
and/or develop appropriate alternatives where applicable.
Ability to maintain confidentiality and discretion at all
Salary Range: $17.86 to $22.75 hourly
FGCU is an EOE AA /F/Vet/Disability Employer.