Administrative Assistant II
Florida Gulf Coast University
Job Summary
The Administrative Assistant II provides administrative support to
the Assistant Vice President. 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 may
supervise staff and/or students. May coordinate specified
administrative activities and reporting across multiple
organizational units within Housing & Residence Life.
FGCU is building a culture of curiosity, commitment and
collaboration. We value employees who successfully work with others
and drive positive change through critical thinking and decisive
action. If you thrive in an environment of innovation,
accountability and mutual respect, you will find a good home
here.
Job Description
Typical duties may include but are not limited to:
- Provides administrative assistance to the Assistant Vice
President. Oversees and/or performs a range of administrative
activities for Housing & Residence Life; 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.
Other Duties:
- Other job-related duties as assigned.
- Assist HR business partner with various Workday related tasks
to ensure for accuracy in hiring and termination processes.
Additional Job Description
Required Qualifications:
- This position requires a high school diploma and eight years of
full-time experience directly related to the job functions.
- Professional experience providing high level administrative
support, budget management, payroll, maintaining calendars, and
project coordination.
- Experience operating a personal computer and proficient with
Microsoft Office (Word, Excel, Access, and Outlook).
- Any appropriate combination of relevant education, experience,
and/or certifications may be considered.
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, Workday, Cognos, and
Gulfline.
Knowledge, Skills & Abilities:
- Proven ability to think strategically and approach challenges
with creativity.
- Demonstrated track record of reliability, meeting goals, and
holding oneself accountable.
- Strong interpersonal skills and experience working effectively
across teams.
- 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 competing
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 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.
Institutional Values & Behavioral Expectation
In this role, the successful candidate will be expected to:
- Seek out new approaches to improve outcomes; remain open for
feedback and new ideas.
- Lead with integrity; consistently produce high-quality work;
persevere to overcome obstacles to meet deadlines and achieve
deliverables.
- Share information and insights thoughtfully; build partnerships
across departments; communicate respectfully; support colleagues to
achieve common goals.
Pay Grade 16
FGCU is a State University System of Florida member and an Equal
Opportunity and Equal Access employer. All qualified applicants
will receive consideration for employment without regard to race,
color, religion, sex, age, national origin, disability, or
protected veteran status.
To apply, please visit: https://jobs.fgcu.edu/jobs/administrative-assistant-ii-fort-myers-florida-united-states-7c1137a3-470a-49dd-816d-5b613995da4e
je-cc363a033a8c4a5d950dbed424b7e254
