Administrative Assistant II

Florida Gulf Coast University•Lexington, MA

16d

About The Position

The Administrative Assistant II provides administrative support to the Associate Vice President and Chief Information Officer (CIO) as well as other unit leaders in the University Information Technology Services (ITS) Department. 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 supervises staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational unites within a department. 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.

Requirements

High school diploma and eight years of full-time experience directly related to the job functions.
Professional full-time high level administrative support experience providing 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.

Nice To Haves

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.

Responsibilities

Provides administrative assistance to the Associate Vice President & CIO as well as other unit leaders in ITS.
Oversees and/or performs a range of administrative activities for the ITS department; 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.
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.
Performs other job-related duties as assigned.