Executive Assistant

Position: Administrative Assistant II

Location: Onsite in Fort Myers, FL (40-hour work week Monday - Friday 8AM - 5 PM)

Duration: 6-month contract to hire

Interview Process: 1 interview to hire in person

Must Haves:

• High school diploma and minimum 3 years of experience working as an administrative/executive assistant.
• Professional full-time high level administrative support experience providing support, maintaining calendars, and project coordination, and organizing travel.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).
• Excellent written, verbal, and communication skills, and detail oriented! Reliable and consistent attendance is a must!

Plusses:

• Workday experience is a HUGE PLUS
• Higher Education experience
• Experience with Ellucian Banner, Workday, Cognos, and Gulfline
• Bachelor’s degree from an accredited institution in Accounting, Business Administration, Finance, Management or closely related field.

Day to Day:

The Administrative Assistant II is responsible for offering administrative assistance to the Associate Vice President & Chief Information Officer (CIO) and 3 other leaders within the University Information Technology Services (ITS) Department. This role involves a range of administrative, fiscal, staff support, and planning tasks, including but not limited to budget administration, equipment and facilities management, inventory control, specialized record keeping, and database management. The individual in this role may also be tasked with specific information-gathering projects. The role includes coordinating and facilitating meetings, program functions, and special events as needed. The Administrative Assistant II is also responsible for training and supervising staff and/or students and may be tasked with coordinating certain administrative activities and reporting across multiple organizational units within the department.

ESSENTIAL RESPONSIBILITIES

• Provides administrative assistance to the Associate Vice President & CIO as well as other unit leaders in ITS.
• Oversees and/or performs a range of diverse administrative activities for the ITS department; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit
• Serves as the liaison to various constituents through correspondence, phone, and in-person contact, including responsibility for unit reception.
• Coordinates a wide variety of projects, such as events, conferences, and meetings.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
• Collects information, conducts research, and prepares materials for use in management or departmental discussions/meetings or for decision-making purposes.
• Interprets policies, procedures, rules and regulations, and provides input into development of new policies and processes.
• Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Maintains office supply inventory, interacts with vendors, or serves as contact for space, equipment or facility issues.
• Leads and guides the work of staff and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
• Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of general office procedures. Knowledge of budget control principles, practices, and procedures.
• Excellent interpersonal, verbal, and written communication skills. Excellent 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.
• Ability to maintain confidentiality and discretion at all times.
• Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes an equitable environment.