Administrative Assistant

Job Description

Typical duties may include but are not limited to:

• Provides administrative assistance to the Music Program and director, including managing departmental calendars, coordinating travel, preparing correspondence, and assisting with presentations, and reports.
• Serves as the Bower School of Music 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, meetings, auditions and special projects, including scheduling spaces, equipment, and rehearsals.
• Maintains departmental records, filing systems, calendars, course schedules and room-use charts, ensuring accuracy and confidentiality.
• Coordinates office operations related to personnel and budget activities, including preparing, verifying and processing departmental forms, facilitating payments in Workday, and reconciling P-Card/T-Card purchases.
• Prepares and verifies paperwork for payments made through Music Program's Foundation funds, including contractors, travel and other expenses.
• 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.
• Creates or maintains unit filing systems or workflows, and maintains confidential information.
• Drafts or reviews correspondence and other documents, including memos, letters and spreadsheets. Prepares printed programs for concerts and recitals in collaboration with ensemble directors, faculty and students.
• Maintains office supply inventory, equipment and general facility management in collaboration with the Coordinator of Music Budgets & Scholarships. Interacts with vendors and serves as a contact for space, equipment or facility issues; serves as key custodian.
• May supervise or serve as a lead for front desk student workers or OPS staff.
• Provides transactional maintenance of funds and accounts for unit or department.

Other Duties:

• May serve as liaison to FGCU Foundation and other supporting agencies.
• Assists with developing and maintaining Bower School of Music Alumni contact list.
• Serves as the Committee Admin for all Music Program faculty hires.
• Performs 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).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor's Degree from an accredited institution in Music, Arts, Education or appropriate area of specialization.
• Work experience in a higher education setting.
• Experience with Ellucian Banner, Cognos, and Gulfline.

Knowledge, Skills & Abilities:

• Knowledge of general office procedures.
• Knowledge of budget control principles, practices, and procedures.
• 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.
• Ability to maintain confidentiality and discretion at all times.

Pay Grade 15

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.