Administrative Specialist II

Florida Gulf Coast University · Main Campus

Job Summary

This Administrative Specialist II serves a central administrative role supporting the Education Law Association (ELA), a professional association for which the College of Education is serving as institutional host. This role tracks and coordinates ELA research projects and their dissemination, manages communications, events, fiscal processes, and publication workflows, and oversees budget coordination and transaction processing. Reporting to the Faculty Director and working closely with the ELA Executive Committee, this role also prepares and maintains data and ensures excellent customer service across all administrative functions.

Job Description

Typical duties may include but are not limited to:

Serves as primary liaison for ELA communications; drafts and distributes newsletters and policy updates.
Provides advanced administrative support including calendar management, phone and email communication, visitor greeting, and resolving inquiries.
Maintains organized records, electronic files, and procedural documentation.
Supports HR functions, such as onboarding, employment searches, leave tracking, payroll certification, and timesheet auditing.
Coordinates travel arrangements for staff, faculty, and guests.
Prepares various written communications including memos, newsletters, and reports.
Processes and reconciles financial transactions, maintain accounting records, manage purchasing, and assists with budget tracking and compliance.
Manages social media and develops outreach campaigns; assists with ELA membership recruitment.
Plans and coordinates events such as conferences, symposia, and policy briefings, handling logistics, registrations, and communications.
Prepares agendas, minutes, and follow-up materials for meetings of ELA Executive Committee, ELA Board, and ELA standing committees.
Oversees production and dissemination of publications, ensuring editorial consistency and promoting outputs through multiple channels.
Maintains and updates ELA websites and digital content to enhance visibility and engagement.
Collects and reports data for dashboards, grant reports, and strategic reviews; supports survey development and analysis.
Provides operational support and strategic recommendations to leadership; attends and assists in ELA Board and Executive Committee meetings.

Other Duties:

May supervise and oversee student workers as assigned.
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) and accounting software.
Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

Bachelor's Degree from an accredited institution in education, public policy, business administration, communications, or a related field.
Experience in event planning, publication workflows, or outreach campaigns.
Work experience in a higher education, non-profit, or policy-focused setting.
Experience with QuickBooks, Ellucian Banner, Workday, Cognos, and Gulfline.
Experience with website content management, social media platforms, and software design tools such as Canva and Adobe.

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 complex demands are involved.
Ability to operate personal computers with proficiency and learn new applications and systems.
Ability to use QuickBooks or other accounting software.
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.
Ability to work a flexible schedule including evenings, nights, and weekends as needed to accommodate key communication and event needs.

Pay Grade 14

This position is part- time, 29 hours per week.

This position is grant funded with anticipated refunding. Although renewal of grant is expected, position is contingent upon renewal of grant.

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.

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