Administrative Specialist II

Job Summary

Job Description

Typical duties may include but are not limited to:

• Provides advanced administrative support to the Digital Learning department, including training coordination, website content updates, records maintenance, fiscal processing and departmental communications.
• Supports training registration processes by monitoring enrollments, generating reports, and collaborating with HR to resolve Workday Learning issues.
• Maintains and updates department websites by creating, editing, and publishing web pages to ensure accuracy, consistency and accessibility.
• Processes Quality Matter's (QM) review applications, issues completion confirmation letters, and assists with tracking and reporting QM review activity.
• Develops, updates, and maintains department specific support and training request forms. Monitors form submissions and processes requests as assigned.
• Assists with data gathering, reporting and presentations as needed.
• Prepares and uploads university course schedule data to the statewide online course catalog.
• Conducts periodic inventories of assigned departmental assets.
• 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. Assists in procedural updates and implementation.
• 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, spreadsheets, and brochures.

Other Duties:

• Performs general administrative support functions, including scheduling, telephone screening, visitor reception and handling routine inquiries and issues.
• Tracks and audits department leave records and employee time sheets.
• Prepares and approves payroll certifications. Reviews and reconciles payroll registers and updates pay distribution.
• Other job-related duties as assigned.
• Provides transactional maintenance of funds and accounts for a unit or department.
• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• 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.

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, Workday, Cognos, and Gulfline.
• Experience with in HTML and CSS for website maintenance and updates.

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 generally accepted accounting procedures and principles.
• 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.

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 14

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.