Job Details

Administrative Specialist
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Position Number: 5908406
Location: Fort Myers, FL
Position Type: Administrative Vice Presidents

Administrative Specialist

Job Summary
The Administrative Specialist oversees the day-to-day administrative operations of the University Library. Supports staff to fulfill the administrative responsibilities of the department while assisting FGCU students, faculty, staff and members of the community.

FGCU is a member of the State University System of Florida and an Affirmative Action and Equal Employment Opportunity and Access Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability, sex, pregnancy, national origin, marital status, genetic predisposition, sexual orientation, gender identity/gender expression, veteran status, and any other protected class(es), as required by applicable state and federal law, as well as University regulations and policies.

Job Description

Typical duties may include but are not limited to:

Provides administrative support to include maintaining schedule/calendar, screening telephone communication, greeting and directing visitors, and dealing with administrative problems and inquiries.
Completes transfers, reconciles expenditure transactions, maintains internal accounting records, and other transactional duties related to fiscal administration.
Fulfills purchasing requirements for assigned area, including supplies, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases.
Establishes and maintains systems for administration of records for the area, including electronic files, records, and databases. Assists with records retention and database maintenance.
Supports employment administration and human resources processes, serving as a point of contact with the central HR department. Administers appointment paperwork requirements for department employees.
Fulfills administrative requirements for employment searches within area of responsibility.
Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers.
Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets.
Prepares special spreadsheet reports and presentations as needed. May prepare brochures or update department web site content.
Provides transactional maintenance of funds and accounts for a unit or department.
Assists with the planning and execution of office events including organizing event spaces, contacting vendors and speakers, and event set-up.
Creates and distributes marketing materials for office events. Provides information to event participants and answers questions.
Maintains office equipment and contacts vendors with service requests. Assists with office, computer, and telephone moves.
Assists with Key and room occupancy (SPIN) audits.
Assists with maintaining donor database and corresponds with donors concerning scheduling meetings and the donor parking space.
Serves as a backup to and directly supports administrative staff and Director, Library Administration.

Other Duties:

Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

This position requires a high school diploma and four years of full-time experience directly related to the job functions.
Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, 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 an appropriate area of specialization.
Work experience in a higher education setting or library setting.
Experience with Workday.

Knowledge, Skills & Abilities:

Knowledge of general office procedures.
Excellent interpersonal, verbal and written communication skills.
Strong organizational skills and an ability to prioritize and complete simultaneous projects within deadlines 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 thrive in an organization that values the diversity of its student body and workforce and actively promotes an equitable environment.

Pay Grade 13

To apply, visit https://fgcu.wd5.myworkdayjobs.com/en-US/eaglejobs/job/Main-Campus/Administrative-Specialist_R0005801?workerSubType=7606cd1535ba016f9151c43d68012214&workerSubType=7606cd1535ba01e56580c43d68012414&workerSubType=7606cd1535ba014f6fabc43d68012614