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Administrative Specialist

Florida Gulf Coast University
United States, Florida, Fort Myers
10501 FGCU Boulevard South (Show on map)
Feb 13, 2025

Job Summary

The Administrative Specialist is responsible for the day-to-day administrative tasks for the Outbound Mobility operations in the Global Engagement Office.

Job Description

Typical duties may include but are not limited to:

  • Serves as an on-campus public contact for the Study Abroad programs and US Passport Acceptance Facility.
  • Answers inquiries by e-mail, mail, telephone, and in person.
  • Responds to routine and moderately complex questions or issues regarding programs, policies, procedures, and processes and ensures compliance at the unit level.
  • Sets appointments, maintains staff calendars, makes reservations, processes expense reports, submits authorizations and reimbursements.
  • Processes vendor contracts and payments; onboards new vendors in accordance with University policies and procedures.
  • Prepares, reviews, and enters human resources documents and data.
  • Maintains and updates lists, prepares mailings, and performs data entry.
  • Drafts documents, correspondence, spreadsheets, contracts, and reports.
  • Assists the GEO office with the preparation of websites, newsletters and promotional materials. Maintains resource library.
  • Processes purchase transactions for passport services and Study Abroad program.
  • Tracks student submissions of pre-departure paperwork and conducts outreach to ensure compliance.
  • Creates or maintains unit filing systems or workflows.
  • Maintains office supply inventory, interacts with vendors, or serves as unit contact for space, equipment or facility issues.
  • Updates web pages for Study Abroad and Passport Acceptance Facility.
  • Compiles fiscal information, processes fees or expenditures, and assists in fiscal reporting.
  • Assist in arranging or supporting events for GEO.
  • Compiles information concerning the transactional processing of fees or expenditures; tracks accounts for fiscal reporting.

Other Duties:

  • Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

  • This position requires a high school diploma and four years of full-time experience directly related to the job functions.
  • Any appropriate combination of relevant education, experience, and/or certifications may be considered.
  • Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).

Preferred Qualifications:

  • Bachelor's degree from an accredited institution in an appropriate area of specialization.
  • Work experience in a higher education setting.
  • Experience with Ellucian, Workday, Cognos, and Gulfline.

Knowledge, Skills & Abilities:

  • 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 diverse demands are involved.
  • 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 a diverse group of 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.
  • Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes an equitable environment.

Pay Grade 13

FGCU is a member of the State University System of Florida and an Affirmative Action and Equal Employment Opportunity and Access Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability, sex, pregnancy, national origin, marital status, genetic predisposition, sexual orientation, gender identity/gender expression, veteran status, and any other protected class(es), as required by applicable state and federal law, as well as University regulations and policies.

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