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.

Job Description

Typical duties may include but are not limited to:

• 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 Duties:

• Other job-related duties as assigned.

Additional Job Description

Required Qualifications for Administrative Specialist Level I:

• 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.

Required Qualifications for Administrative Specialist Level II:

• 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.

Knowledge, Skills & Abilities:

• Proven ability to think strategically and approach challenges with creativity
• Demonstrated track record of reliability, meeting goals, and holding oneself accountable
• Strong interpersonal skills and experience working effectively across teams
• 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.
• 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 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.

Institutional Values & Behavioral Expectations:

In this role, the successful candidate will be expected to:

• Seek out new approaches to improve outcomes; remain open to feedback and new ideas.
• Lead with integrity; consistently produce high-quality work; persevere to overcome obstacles to meet deadlines and achieve deliverables.
• Share information and insights thoughtfully; build partnerships across departments; communicate respectfully; support colleagues to achieve common goals.

Administrative Specialist Level I - Pay Grade 13

Administrative Specialist Level II- Pay Grade 14

Applicants will be evaluated for roles as either Administrative Specialist I or Administrative Specialist II based on their qualifications.

​FGCU is a State University System of Florida member and an Equal Opportunity and Equal Access employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status.