Administrative Specialist

Fort Myers, FL
United States

Experience Required
Employment Type
Work Schedule

Job Description
  • Job Summary

    The Administrative Specialist oversees the day-to-day administrative operations of Counseling department. Supervises assigned support staff to fulfill administrative responsibilities of the department.

    Job Description

    Typical duties may include but are not limited to:

    • Provides administrative support to include maintaining schedule/calendar, screening telephone communication, greeting and directing visitors, and dealing with administrative problems and inquiries.
    • Completes transfers, reconciles expenditure transactions, maintains internal accounting records, and other transactional duties related to fiscal administration.
    • Fulfills purchasing requirements for assigned area, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases.
    • Establishes and maintains systems for administration of records for the area, including electronic files, records, and databases.
    • Supports employment administration and human resources processes, serving as a point of contact with the central HR department. Administers appointment paperwork requirements for department employees.
    • Fulfills administrative requirements for employment searches within area of responsibility.
    • Tracks and audits department leave records and employee time sheets.
    • Prepares and approves payroll certifications. Reviews and reconciles payroll registers and updates pay distribution.
    • Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers.
    • Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets.
    • Prepares special spreadsheet reports and presentations as needed. May prepare brochures or update department web site content.
    • Provides transactional maintenance of funds and accounts for a unit or department.

    Other Duties:

    •Performs other job-related duties as assigned.

    Additional Job Description

    Required Qualifications:

    • High school diploma or equivalent.
    • Four years of relevant full-time administrative support experience.
    • 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 Banner, 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.

    This posting will close Friday March 5, 2021.