Job Details

Administrative Assistant II
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Position Number: 5950793
Location: Fort Myers, FL
Position Type: Administrative Vice Presidents

Administrative Assistant II

Job Summary
The Administrative Assistant II provides advanced administrative support to the Associate Vice President and, when appropriate, to the Enrollment Management Unit. The position supports the Enrollment Management Leadership Team and the Enrollment Management Extended Leadership Team. The Administrative Assistant II performs and/or oversees a variety of associated administrative tasks including fiscal, human resources, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment inventory management, facilities coordination, and/or specified information-gathering for projects and tasks. Coordinates and facilitates meetings, manages the Associate Vice President calendar, program functions, and/or special events, as appropriate. Provides staff with training and support as needed. This role involves handling sensitive/ confidential information.

Job Description

Typical duties may include but are not limited to:

Performs a variety of administrative tasks including managing calendars, scheduling meetings, preparing correspondence including minutes and agendas, and maintaining records. Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
Serves as the primary point of contact for internal and external stakeholders, handling inquiries and directing them to the appropriate resources. Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
Assist in planning and organizing events, meetings, and conferences, including logistics, catering, and materials preparation.
Maintains and updates files in Teams and other systems, ensuring accuracy and confidentiality of information.
Interprets policies, procedures, rules and regulations, and provides input into development of new policies and processes.
Assists with budget tracking, preparing purchase orders, processing invoices, and preparing financial reports. Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
Serves as the liaison to various constituents through correspondence, phone, and in-person contact, including Enrollment Management reception.
Orders office supplies, manages inventory, and ensures the office environment is well-organized and functional.
Supports special projects and initiatives as assigned by the Associate Vice President.

Other Duties:

Performs other job-related duties as assigned.

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.
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 a related field.
Work experience in a higher education setting.
Experience with Ellucian Banner, Cognos, Workday, and Gulfline.
Advanced computer literacy, including Microsoft Office Suite, Teams, and PowerPoint.

Knowledge, Skills & Abilities:

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 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 an equitable environment.
Ability to work occasional evenings, nights and weekends as required.

Pay Grade 16

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.

To apply, visit https://fgcu.wd5.myworkdayjobs.com/en-US/eaglejobs/job/Main-Campus/Administrative-Assistant-II_R0005888?workerSubType=7606cd1535ba016f9151c43d68012214&workerSubType=7606cd1535ba01e56580c43d68012414&workerSubType=7606cd1535ba014f6fabc43d68012614