Administrative Specialist II

Florida Gulf Coast University • Lexington, MA

4d

About The Position

The Administrative Specialist II supports the School of Nursing by providing administrative assistance. Working closely with both the School’s Director and the BSN Program Director, this role ensures the department operates seamlessly. This role requires strong organizational and communication skills, to manage the needs of faculty, staff and students within the BSN nursing program. 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.

Requirements

• 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 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.
• 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.

Nice To Haves

• Bachelor's Degree from an accredited institution in an appropriate area of specialization.
• Work experience in a higher education setting.
• Experience with Ellucian Banner, Workday, Cognos, and Gulfline.
• Experience with Exxat, CastleBranch, and/or Nursing CAS systems.

Responsibilities

• Provides administrative support by greeting and assisting visitors, students, faculty and employees; responding to inquiries and providing information as needed.
• 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.
• Enhances and upholds the strong reputation of the nursing program.
• Handles administrative problems and inquiries, ensuring timely and efficient resolution.
• Maintains and organizes office and student records, ensuring compliance with College and University policies, FERPA and HIPPA guidelines and other applicable laws pertaining to employment and education.
• Assisting in procedural updates as necessary.
• Manages community partners clinical documentation requirements for all students
• Assists BSN Program Director with onboarding new adjunct faculty or new student orientation facilitating traditional and/or accelerated BSN pathway admissions process.
• Utilizes department technology and software, including clinical placement platforms (Centralized Clinical Placement System (CCPS), EXXAT, CastleBranch) to track and monitor completion of clinical onboarding requirements.
• Reviews student compliance with professional requirements, manage clinical documentation and assist students with resolving noncompliance issues, and provide regular compliance reports to the Program Director and Clinical Coordinator.
• Provides assistance with FGCU recruiting events within the School of Nursing, pinning ceremonies for graduating class.
• Assists faculty in organizing special recruitment events (e.g. The Immokalee Summer Camp, Hendry Day, STEM Day, Eagle Expo, Say Yes to the Nest)
• Assists the Senior Practicum Course Facilitator with the practicum placement process and the BSN Program director with coordination of all lab, simulation and didactic schedules
• Updates SON program website and social media as necessary
• Adheres to set policies and procedures for the nursing program
• Other job-related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED