Administrative Specialist I/II

Florida Gulf Coast University•Lexington, MA

1d•Onsite

About The Position

The Administrative Specialist oversees the day-to-day administrative operations of the Master of Physician Assistant Studies Program within the Department of Health Sciences. 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 four years of full-time experience directly related to the job functions (for Level I).
High school diploma and six years of full-time experience directly related to the job functions (for Level II).
Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).
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 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.

Nice To Haves

Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Responsibilities

Provides advanced administrative support to include maintaining schedule/calendar, screening telephone communication, greeting and directing visitors, and dealing with administrative problems and inquiries.
Completes transfers, reconciles expenditure transactions, maintains internal accounting records, and other transactional duties related to fiscal administration.
Fulfills purchasing requirements for assigned area, researching and soliciting suppliers, obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases.
Performs inventory and asset tracking tasks, including logging and tagging purchases, monitoring inventory levels, coordinating repairs, and maintaining records for warranties, software and equipment maintenance.
Establishes and maintains systems for record administration, including electronic files, records, and databases used to track student Castlebranch requirements, CJIS certification, professional licensure and course registration data.
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.
Assists with onboarding new hires, including preparing and maintaining contracts for independent contractors and adjunct faculty.
Fulfills administrative requirements for employment searches within area of responsibility, including promoting listings for alumni and student hiring.
Tracks and audits department leave records and employee time sheets.
Prepares and approves payroll certifications.
Reviews and reconciles payroll registers and updates pay distribution.
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, and spreadsheets.
Prepares special spreadsheet reports and presentations as needed.
May prepare brochures or other printed/electronic materials in collaboration with Marketing, and update department website and social media content.
Provides transactional maintenance of funds and accounts for a unit or department.
Assists in organizing annual PA program events including orientations, retreats, presentations and milestone ceremonies.
Maintains keys and works closely with Work Management to ensure the upkeep and safety of lab and office spaces.
Other job-related duties as assigned.