Administrative Specialist

Florida Gulf Coast University•Lexington, MA

12d•$17 - $20•Onsite

About The Position

The Administrative Specialist reports to the Chair of the Department of Health Sciences and serves as a key administrative resource for the Chair, faculty, and Program Directors. The position coordinates daily departmental operations, supports faculty and program needs, facilitates administrative processes and communication, and supervises assigned support staff to ensure effective and efficient department operations. The successful candidate is organized, proactive, responsive, approachable, and service-oriented, with the ability to anticipate needs, follow through, and foster a professional and supportive environment. 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.
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, Cognos, and Gulfline.

Responsibilities

Provides comprehensive administrative support to the Chair, including calendar and meeting coordination, telephone and visitor support, correspondence, and follow-up on departmental administrative matters.
Serves as a key administrative resource for faculty and Program Directors, responding to requests, coordinating administrative needs, and facilitating timely follow-through.
Coordinates day-to-day departmental operations and maintains effective administrative systems, workflows, records, electronic files, and databases.
Composes, prepares, and coordinates email correspondence and other written communications for the Chair and department, including memos, letters, announcements, presentations, spreadsheets, and other department documents.
Serves as a welcoming administrative resource for students, assisting with questions and departmental processes and connecting students with the appropriate faculty, Program Director, or University office when needed.
Completes fiscal and transactional responsibilities, including transfers, expenditure reconciliation internal accounting records, fund and account maintenance, and related financial processes.
Coordinates purchasing activities, including researching products and services, obtaining quotes, entering information into university systems, processing purchase orders, maintaining P-Card documentation, and reconciling purchases.
Supports employment and human resources processes, serving as a point of contact with central HR; coordinates appointment paperwork and administrative requirements for faculty and staff searches.
Coordinates travel arrangements and related administrative processes for department faculty, staff, guests, and speakers.
Prepares and coordinates correspondence, reports, presentations, spreadsheets, forms, and other departmental documents. May update department website content as needed.
Supports departmental meetings, events, communications, and special projects, including preparation of materials and coordination of logistics.
Anticipates administrative needs, identifies issues requiring attention, and works proactively with the Chair, faculty, Program Directors, and University offices to facilitate resolution.
Maintains confidentiality, professionalism, responsiveness, and accuracy in handling departmental information and administrative matters.
Supervises assigned support staff and coordinates workflow to ensure effective and efficient completion of departmental responsibilities.
Performs other job-related duties as assigned.