Administrative Assistant II

Job Summary

The Administrative Assistant II provides administrative support to the Associate Vice President & Chief Information Officer (CIO) as well as other unit leaders in the University Information Technology Services (ITS) Department. Performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized record keeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and supervises staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within a department.
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.

Job Description

Typical duties may include but are not limited to:

• Provides administrative assistance to the Associate Vice President & CIO as well as other unit leaders in ITS. Oversees and/or performs a range of diverse administrative activities for the ITS department; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
• Serves as the liaison to various constituents through correspondence, phone, and in-person contact, including responsibility for unit reception.
• Coordinates a wide variety of projects, such as events, conferences, and meetings.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
• Collects information, conducts research, and prepares materials for use in management or departmental discussions/meetings or for decision-making purposes.
• Interprets policies, procedures, rules and regulations, and provides input into development of new policies and processes.
• Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Maintains office supply inventory, interacts with vendors, or serves as contact for space, equipment or facility issues.
• Leads and guides the work of staff and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
• Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.

Other Duties:

• Other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and eight years of full-time experience directly related to the job functions.
• Professional full-time high level administrative support experience providing budget management, payroll, maintaining calendars, and project coordination. 
• 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 Accounting, Business Administration, Finance, Management or closely related field.
• Work experience in a higher education setting.
• Experience with Ellucian Banner, Workday, Cognos, and Gulfline.

Knowledge, Skills & Abilities:

• Knowledge of general office procedures.
• Knowledge of budget control principles, practices, and procedures.
• Excellent interpersonal, verbal and written communication skills.
• Excellent 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 maintain confidentiality and discretion at all times.
• Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes an equitable environment.

Pay Grade: 16