Administrative Specialist I​/II

Job Summary

The Administrative Specialist oversees the day-to-day administrative operations of Adaptive Services. The Administrative Specialist maintains office systems, records, data management processes, and operational procedures to support the effective delivery of departmental services. Supervises assigned support staff to fulfill administrative responsibilities of the department.

FGCU is building a culture of curiosity, commitment and collaboration. We value employees who successfully work with others and drive positive change through critical thinking and decisive action. If you thrive in an environment of innovation, accountability and mutual respect, you will find a good home here.

• Provides administrative support to include maintaining schedules/calendars, screening telephone communication, greeting and directing visitors, and addressing administrative problems and inquiries.
• Establishes and maintains systems for administration of office records, including electronic files, databases, and records retention processes. Serves as a liaison for departmental records retention activities.
• Maintains office data management systems, including maintaining and supporting the department's Clockwork system and related administrative data processes.
• Completes transfers, reconciles expenditure transactions, maintains internal accounting records, and performs other transactional duties related to fiscal administration.
• Fulfills purchasing requirements for the assigned area, including researching items, obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases.
• 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 and 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, spreadsheets, and other administrative materials.
• Prepares special spreadsheet reports and presentations as needed. Monitors and updates department web content, including office webpage content, to ensure accuracy and accessibility of information.
• Supports office social media accounts, including Instagram and other departmental platforms, by monitoring content and coordinating updates as appropriate.
• Provides transactional maintenance of funds and accounts for the unit and supports routine administrative reporting and operational needs.
• Serves as office property custodian and coordinates property management functions, including maintaining records, tracking assets, and ensuring compliance with university procedures.
• Supervises assigned support staff, including OPS employees, student workers, and student interns, providing direction and support to ensure completion of administrative responsibilities.
• Performs other administrative duties and special projects in support of Adaptive Services operations.

• Other job-related duties as assigned.

• This position requires a high school diploma and four 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.

• 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…