OPS Office Assistant, CAS Advising

Job Summary

The part- time Office Assistant provides office support to the College of Arts & Sciences Advising office. Acting under general supervision, the position anticipates management or unit needs, proactively solves problems and handles issues.

Job Description

Essential Job Duties:

Typical duties may include but are not limited to:

• Provides office assistance to a director, dean, or assistant/associate vice president, including responsibilities such as managing calendars, composing correspondence, editing presentations, and handling travel arrangements.
• 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.
• Provides transactional maintenance of funds and accounts of several units, departments, or colleges.

Other Duties

• 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 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.
• 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.
• 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.

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