Administrative Assistant Job at Florida Gulf Coast University in Fort Myers

Job Summary

The Administrative Assistant provides administrative support to the Chief of Police and University Police Department as needed. Acting under general supervision, the position anticipates management or unit needs, proactively solves problems and handles issues.

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 Chief of Police and department, including responsibilities such as managing calendars, composing correspondence, editing presentations, and handling travel arrangements.
• 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 compliance reports, events, conferences, and meetings.
• Coordinates office operations and services such as personnel, budget preparation, and control, in collaboration with the Business Manager.
• 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.
• Creates or maintains unit filing systems or workflows and maintains confidential information.
• Drafts or reviews correspondence or other documents.
• Maintains office supply inventory, interacts with vendors, or serves as contact for space, equipment or facility issues in collaboration with the Business Manager.
• May supervise or serve as a lead for other staff, including students.
• Provides transactional maintenance of funds and accounts of several units, departments, or colleges in collaboration with the Business Manager.

Other Duties:

• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and six 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.

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 Banner, 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.
• 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 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: 15