Florida Gulf Coast University
Administrative Specialist II
Florida Gulf Coast University, Wichita, Kansas, United States, 67232
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statements.Administrative Specialist II page is loaded## Administrative Specialist IIlocations:
Main Campustime type:
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R0006868**Job Summary**The Administrative Specialist II provides administrative and operational support for the Dendritic Institute, ensuring smooth execution of its projects, events, communications, and reporting activities through administrative support.**Job Description**Typical duties may include but are not limited to:* Serves as a primary public contact, responding to inquiries via email, phone, mail, and in person, and ensure compliance with institute policies and procedures.* Provides advanced administrative support, including managing calendars, scheduling, screening communications, and greeting visitors.* Coordinates travel arrangements, processes reimbursements, and manages related logistics for faculty, staff, and guests.* Prepares, reviews, and processes human resources documents; assists with employment administration, onboarding, payroll certification, and leave tracking in coordination with the HR department.* Supports purchasing and fiscal functions by obtaining quotes, processing purchase orders, maintaining records, reconciling expenditures, and assisting with budget monitoring and fiscal reporting.* Establishes and maintains efficient filing and recordkeeping systems, both electronic and physical, including databases and document workflows.* Drafts and prepares correspondence, reports, presentations, meeting agendas, minutes, and other professional documents.* Coordinates communications between the Director, committees, affiliates, boards, campus partners, and external stakeholders.* Collaborates with campus departments, faculty, and external partners to advance institute goals and support joint initiatives.* Assists in grant application preparation, progress reporting, and funding documentation.* Maintains and updates the institute’s website, newsletter, social media channels, and promotional materials.* Organizes and provides logistical support for events, workshops, forums, and guest visits, including registrations and hospitality.* Supports project management by tracking timelines, deliverables, and progress against key performance indicators.* Contributes to student engagement activities and internship coordination.* Oversees office supply inventories and serves as a liaison for space, equipment, and facilities issues.**Additional Responsibilities:*** 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 Business Administration, Communications, Computer Science, or* Three years experience in administrative support or program coordination in higher education, nonprofit, or research settings.* Experience in project management and event planning.* Experience supporting STEM-related teams, projects, or departments.* Experience with Workday.* Project Management certification, such as CAPM or PMP.* Event planning or administrative professional certification.**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 competing demands are involved.* Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).* Ability to operate personal computers with proficiency and learn new applications and systems.* Ability to use project management tools (e.g., Trello, Asana) and perform basic data analysis.* Ability to use digital platforms including event registration systems, website content management systems (CMS), social media platforms, and reporting dashboards.* 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 staff, faculty, students, and the community in a service-oriented environment.* Ability to collaborate with internal and external partners to complete assignments and advance the institute’s goals.* 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.**Pay Grade 14** #J-18808-Ljbffr
statements.Administrative Specialist II page is loaded## Administrative Specialist IIlocations:
Main Campustime type:
Full timeposted on:
Posted Todayjob requisition id:
R0006868**Job Summary**The Administrative Specialist II provides administrative and operational support for the Dendritic Institute, ensuring smooth execution of its projects, events, communications, and reporting activities through administrative support.**Job Description**Typical duties may include but are not limited to:* Serves as a primary public contact, responding to inquiries via email, phone, mail, and in person, and ensure compliance with institute policies and procedures.* Provides advanced administrative support, including managing calendars, scheduling, screening communications, and greeting visitors.* Coordinates travel arrangements, processes reimbursements, and manages related logistics for faculty, staff, and guests.* Prepares, reviews, and processes human resources documents; assists with employment administration, onboarding, payroll certification, and leave tracking in coordination with the HR department.* Supports purchasing and fiscal functions by obtaining quotes, processing purchase orders, maintaining records, reconciling expenditures, and assisting with budget monitoring and fiscal reporting.* Establishes and maintains efficient filing and recordkeeping systems, both electronic and physical, including databases and document workflows.* Drafts and prepares correspondence, reports, presentations, meeting agendas, minutes, and other professional documents.* Coordinates communications between the Director, committees, affiliates, boards, campus partners, and external stakeholders.* Collaborates with campus departments, faculty, and external partners to advance institute goals and support joint initiatives.* Assists in grant application preparation, progress reporting, and funding documentation.* Maintains and updates the institute’s website, newsletter, social media channels, and promotional materials.* Organizes and provides logistical support for events, workshops, forums, and guest visits, including registrations and hospitality.* Supports project management by tracking timelines, deliverables, and progress against key performance indicators.* Contributes to student engagement activities and internship coordination.* Oversees office supply inventories and serves as a liaison for space, equipment, and facilities issues.**Additional Responsibilities:*** 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 Business Administration, Communications, Computer Science, or* Three years experience in administrative support or program coordination in higher education, nonprofit, or research settings.* Experience in project management and event planning.* Experience supporting STEM-related teams, projects, or departments.* Experience with Workday.* Project Management certification, such as CAPM or PMP.* Event planning or administrative professional certification.**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 competing demands are involved.* Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).* Ability to operate personal computers with proficiency and learn new applications and systems.* Ability to use project management tools (e.g., Trello, Asana) and perform basic data analysis.* Ability to use digital platforms including event registration systems, website content management systems (CMS), social media platforms, and reporting dashboards.* 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 staff, faculty, students, and the community in a service-oriented environment.* Ability to collaborate with internal and external partners to complete assignments and advance the institute’s goals.* 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.**Pay Grade 14** #J-18808-Ljbffr