Administrative Specialist II

Florida Gulf Coast University•Lexington, MA

About The Position

The Administrative Specialist II provides administrative and operational support for the Dendritic Institute, ensuring smooth execution of its projects, events, communications, and reporting activities through administrative support. Typical duties may include but are not limited to: Serves as a primary public contact, responding to inquiries via email, phone, mail, and in person, and ensure compliance with institute policies and procedures. Provides advanced administrative support, including managing calendars, scheduling, screening communications, and greeting visitors. Coordinates travel arrangements, processes reimbursements, and manages related logistics for faculty, staff, and guests. Prepares, reviews, and processes human resources documents; assists with employment administration, onboarding, payroll certification, and leave tracking in coordination with the HR department. Supports purchasing and fiscal functions by obtaining quotes, processing purchase orders, maintaining records, reconciling expenditures, and assisting with budget monitoring and fiscal reporting. Establishes and maintains efficient filing and recordkeeping systems, both electronic and physical, including databases and document workflows. Drafts and prepares correspondence, reports, presentations, meeting agendas, minutes, and other professional documents. Coordinates communications between the Director, committees, affiliates, boards, campus partners, and external stakeholders. Collaborates with campus departments, faculty, and external partners to advance institute goals and support joint initiatives. Assists in grant application preparation, progress reporting, and funding documentation. Maintains and updates the institute’s website, newsletter, social media channels, and promotional materials. Organizes and provides logistical support for events, workshops, forums, and guest visits, including registrations and hospitality. Supports project management by tracking timelines, deliverables, and progress against key performance indicators. Contributes to student engagement activities and internship coordination. Oversees office supply inventories and serves as a liaison for space, equipment, and facilities issues. Additional Responsibilities: Other job-related duties as assigned.

Requirements

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 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.
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to operate personal computers with proficiency and learn new applications and systems.
Ability to use project management tools (e.g., Trello, Asana) and perform basic data analysis.
Ability to use digital platforms including event registration systems, website content management systems (CMS), social media platforms, and reporting dashboards.
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 collaborate with internal and external partners to complete assignments and advance the institute’s goals.
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.

Nice To Haves

Bachelor's Degree from an accredited institution in Business Administration, Communications, Computer Science, or
Three years experience in administrative support or program coordination in higher education, nonprofit, or research settings.
Experience in project management and event planning.
Experience supporting STEM-related teams, projects, or departments.
Experience with Workday.
Project Management certification, such as CAPM or PMP.
Event planning or administrative professional certification.

Responsibilities

Serves as a primary public contact, responding to inquiries via email, phone, mail, and in person, and ensure compliance with institute policies and procedures.
Provides advanced administrative support, including managing calendars, scheduling, screening communications, and greeting visitors.
Coordinates travel arrangements, processes reimbursements, and manages related logistics for faculty, staff, and guests.
Prepares, reviews, and processes human resources documents; assists with employment administration, onboarding, payroll certification, and leave tracking in coordination with the HR department.
Supports purchasing and fiscal functions by obtaining quotes, processing purchase orders, maintaining records, reconciling expenditures, and assisting with budget monitoring and fiscal reporting.
Establishes and maintains efficient filing and recordkeeping systems, both electronic and physical, including databases and document workflows.
Drafts and prepares correspondence, reports, presentations, meeting agendas, minutes, and other professional documents.
Coordinates communications between the Director, committees, affiliates, boards, campus partners, and external stakeholders.
Collaborates with campus departments, faculty, and external partners to advance institute goals and support joint initiatives.
Assists in grant application preparation, progress reporting, and funding documentation.
Maintains and updates the institute’s website, newsletter, social media channels, and promotional materials.
Organizes and provides logistical support for events, workshops, forums, and guest visits, including registrations and hospitality.
Supports project management by tracking timelines, deliverables, and progress against key performance indicators.
Contributes to student engagement activities and internship coordination.
Oversees office supply inventories and serves as a liaison for space, equipment, and facilities issues.
Other job-related duties as assigned.