OPS Administrative Specialist

Florida Gulf Coast University•Lexington, MA

About The Position

The OPS Administrative Specialist serves a central administrative role supporting Eagle Media and Fraternity and Sorority Life (FSL). The position coordinates projects and activities and assists with communications, events, and organizational workflows. It is student-facing and responds to the needs of students using both offices. The role reports to the Administrative Assistant II for Student Experience and supports the Advisor for Eagle Media and the Director of Fraternity and Sorority Life. Typical duties include providing general administrative support; managing calendars and departmental activities; responding to students, staff, and external stakeholders; helping students navigate campus services; and preparing and maintaining office documents, reports, and correspondence. The specialist also supports data entry, records, hiring and onboarding, event logistics, inventory, purchasing and budget communications, vendor contract records, and annual asset inventory. The role must follow university policies, procedures, and confidentiality standards, and may support departmental initiatives or perform other assigned duties.

Requirements

High school diploma or equivalent.
Relevant administrative support experience of 1–2 years; an equivalent combination of education and experience may be considered.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, and general office technology.
Knowledge of general office practices and administrative procedures.
Strong interpersonal, verbal, and written communication skills.
Excellent organizational skills and ability to manage multiple priorities and deadlines.
Ability to work independently and collaboratively in a team environment.
Strong attention to detail and ability to maintain accurate records.
Ability to learn new systems and adapt to changing processes.
Professionalism, discretion, and ability to handle confidential information.
Ability to think critically, solve problems, and improve processes.

Nice To Haves

Experience working in a higher education environment.
Familiarity with Workday or similar enterprise systems.
Strong customer service and interpersonal communication skills.
Ability to handle sensitive information with discretion.
Experience supporting multiple stakeholders or managing competing priorities.

Responsibilities

Provide administrative support, schedule meetings, maintain shared calendars, and coordinate departmental activities.
Serve as a point of contact for students, staff, and external stakeholders and respond to inquiries professionally and promptly.
Assist students in navigating their student experience, including referrals to Student Care Services and other campus services.
Prepare, review, and maintain documents, reports, and correspondence, including meeting minutes, memos, letters, presentations, and spreadsheets.
Perform data entry and recordkeeping in university systems or internal databases, and maintain employee personnel, internship, and service-learning files.
Support hiring and onboarding for OPS and student employees, including new student hires, and assist with employment administration and communication with Human Resources under supervisor direction.
Coordinate logistics for meetings, events, and departmental functions, including room reservations, materials, and communications; assist with catering, travel, and accommodation arrangements under supervisor direction.
Maintain and coordinate inventory of Eagle Media and FSL office supplies and equipment.
Communicate Eagle Media and FSL budget, purchasing, and supply needs to the supervisor.
Maintain vendor contract records for Eagle Radio Music Festival.
Assist with annual inventory of fixed and attractive assets under supervisor direction.
Ensure compliance with university policies, procedures, and confidentiality standards.
Support departmental initiatives, committees, or leadership groups as needed.
Perform other job-related duties as assigned.