Administrative Specialist I/II

Job Summary

The Administrative Specialist oversees the day-to-day administrative operations of the Department of Accounting in the Lutgert College of Business. Key responsibilities include handling travel arrangements, maintaining calendars, processing fiscal transactions, assisting with special events, and preparing marketing materials and social media content.

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 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, 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.
• Supports employment administration and human resources processes. Administers appointment paperwork requirements for department employees. Fulfills administrative requirements for employment searches within area of responsibility.
• Tracks and audits department leave records and employee time sheets. Prepares payroll certifications. Reviews and reconciles payroll registers.
• 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.

Other Duties:

• •Performs other job-related duties as assigned.

Additional Job Description

Minimum Requirements for Administrative Specialist Level I:

• 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, Access, and Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Minimum Requirements for Administrative Specialist Level II:

• This position requires a high school diploma and six years of full-time experience directly related to the job functions.
• 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.

Knowledge, Skills & Abilities:

• Knowledge of general office procedures.
• Knowledge of generally accepted accounting procedures and principles.
• Advanced knowledge of Canva and Adobe Creative Cloud.
• Excellent interpersonal, verbal and written communication skills.
• Strong 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.
• 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.

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.

Administrative Specialist Level I: Pay Grade 13

Administrative Specialist Level II: Pay Grade 14

Applicants will be evaluated for roles as either Administrative Specialist I or Administrative Specialist II based on their qualifications.

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.