Administrative Specialist II

Florida Gulf Coast University•Lexington, MA

9d•Onsite

About The Position

The Administrative Specialist II oversees the day-to-day administrative operations of the Digital Learning Department. Supervises assigned support staff to fulfill administrative responsibilities of the 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 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.

Nice To Haves

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.

Responsibilities

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.
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.
Provides transactional maintenance of funds and accounts for a unit or department.
Performs other job-related duties as assigned.