Administrative Assistant

Florida Gulf Coast University•Lexington, MA

About The Position

The Administrative Assistant provides administrative and operational support to the School Director of Behavioral Health and Social Services under general supervision. The role coordinates school-wide administrative and fiscal operations, clinical fieldwork activities, and accreditation and grant documentation; anticipates leadership needs; resolves issues; and maintains confidential information. The position supports the Director’s office and school operations by managing calendars and meetings, preparing and editing communications and reports, serving as a liaison with university and community stakeholders, coordinating fiscal and procurement activities, and facilitating faculty and staff administrative and human resources processes. It also provides administrative support for clinical placements, grants and contracts, accreditation, assessment, compliance reporting, and strategic planning. The Administrative Assistant coordinates office operations and school-wide events and directs, trains, and monitors student assistants and federal work-study employees. Other job-related duties may be assigned. The successful candidate is expected to seek better approaches, welcome feedback and new ideas, work with integrity and accountability, meet deadlines, communicate respectfully, and build partnerships across departments.

Requirements

High school diploma and six years of full-time experience directly related to the job functions; an appropriate combination of relevant education, experience, and/or certifications may be considered.
Experience operating a personal computer and proficiency with Microsoft Office, including Word, Excel, Access, and Outlook.
Knowledge of general office procedures and budget control principles, practices, and procedures.
Excellent interpersonal, verbal, and written communication skills; ability to work effectively across teams and interact professionally in a service-oriented environment.
Strong organizational skills and ability to prioritize and complete simultaneous projects amid numerous and competing demands.
Ability to operate personal computers proficiently and learn new applications and systems.
Ability to accurately prepare and maintain records, files, and reports.
Ability to work as a team member and independently with minimal supervision.
Ability to manage others’ work by providing information, guidance, and motivation.
Ability to interpret and consistently apply laws, regulations, policies, and procedures.
Ability to analyze and solve problems, draw valid conclusions, and develop appropriate alternatives where applicable.
Ability to maintain confidentiality and discretion at all times.
Demonstrated strategic thinking, creativity in addressing challenges, reliability, accountability, and strong interpersonal skills.

Nice To Haves

Bachelor’s degree from an accredited institution in an appropriate area of specialization.
Experience providing administrative support to an Academic Director or Principal Investigator in a higher education or research environment.
Experience with post-award grant administration procedures, budget reconciliations, and university procurement workflows.
Experience with Ellucian Banner, Cognos, Workday, and Gulfline.
Experience administering clinical placement software such as Supervision Assist or Exxat.

Responsibilities

Manage the School Director’s complex calendar; coordinate leadership meetings; prepare agendas; record minutes; track action items; and arrange travel.
Draft, review, and edit correspondence, school-wide communications, presentations, reports, and leadership briefing materials.
Serve as the primary liaison between the Director’s office and university leadership, faculty, staff, students, external agencies, and community partners.
Coordinate school-level fiscal and procurement activities, including processing transactions, reconciling purchasing card statements, tracking expenditures, preparing budget transfers, and monitoring departmental budgets.
Facilitate faculty and staff administrative and human resources processes, including search committee coordination, appointment paperwork, contract tracking, and payroll certification.
Support clinical fieldwork and practicum/internship placements by maintaining placement records, coordinating communications, tracking required documentation, and assisting faculty, students, clinical supervisors, and community partner agencies with administrative processes.
Maintain and track affiliation agreements, memoranda of understanding, clinical agency contracts, liability insurance documentation, and other compliance records.
Administer clinical placement tracking systems and maintain placement records, supervisor verifications, agency documentation, field experience manuals, and program resources.
Coordinate meetings, orientations, advisory board gatherings, and activities involving clinical partners, faculty, staff, and external stakeholders.
Provide administrative support for grants and contracts, including tracking expenditures, processing invoices, coordinating purchases and participant stipends, and reconciling travel expenses.
Collect, organize, and maintain program, assessment, and clinical placement data for specialized accreditation, university assessment, compliance reporting, and strategic planning.
Maintain calendars and tracking systems for grant reporting deadlines, accreditation requirements, compliance activities, and school-wide projects.
Coordinate documentation and data collection for annual reports, leadership briefings, and school-level performance dashboards.
Coordinate office operations; maintain records and filing systems; monitor supplies and equipment; and address facilities and service needs.
Direct, train, and monitor student assistants and federal work-study employees supporting the Director’s office and school operations.
Coordinate school-wide events, retreats, faculty assemblies, conferences, and special projects.
Perform other job-related duties as assigned.