Florida Gulf Coast University · 11 hours ago
Administrative Specialist II
Fort Myers, FL
Full-time
Onsite
Mid, Senior Level
6+ years expFlorida Gulf Coast University is seeking an Administrative Specialist II to provide operational support for the Dendritic Institute. The role involves managing communications, coordinating travel arrangements, supporting HR functions, and maintaining filing systems to ensure efficient project execution and collaboration with various stakeholders.
Higher Education
Responsibilities
Serves as a primary public contact, responding to inquiries via email, phone, mail, and in person, and ensure compliance with institute policies and procedures
Provides advanced administrative support, including managing calendars, scheduling, screening communications, and greeting visitors
Coordinates travel arrangements, processes reimbursements, and manages related logistics for faculty, staff, and guests
Prepares, reviews, and processes human resources documents; assists with employment administration, onboarding, payroll certification, and leave tracking in coordination with the HR department
Supports purchasing and fiscal functions by obtaining quotes, processing purchase orders, maintaining records, reconciling expenditures, and assisting with budget monitoring and fiscal reporting
Establishes and maintains efficient filing and recordkeeping systems, both electronic and physical, including databases and document workflows
Drafts and prepares correspondence, reports, presentations, meeting agendas, minutes, and other professional documents
Coordinates communications between the Director, committees, affiliates, boards, campus partners, and external stakeholders
Collaborates with campus departments, faculty, and external partners to advance institute goals and support joint initiatives
Assists in grant application preparation, progress reporting, and funding documentation
Maintains and updates the institute’s website, newsletter, social media channels, and promotional materials
Organizes and provides logistical support for events, workshops, forums, and guest visits, including registrations and hospitality
Supports project management by tracking timelines, deliverables, and progress against key performance indicators
Contributes to student engagement activities and internship coordination
Oversees office supply inventories and serves as a liaison for space, equipment, and facilities issues
Other job-related duties as assigned
Qualification
Required
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
Bachelor's Degree from an accredited institution in Business Administration, Communications, Computer Science, or
Three years experience in administrative support or program coordination in higher education, nonprofit, or research settings
Experience in project management and event planning
Experience supporting STEM-related teams, projects, or departments
Experience with Workday
Project Management certification, such as CAPM or PMP
Event planning or administrative professional certification
Company
Florida Gulf Coast University
Florida Gulf Coast University is a school in Fort Myers.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Jaffar Ali S.
Director & Co-Founder of Coding Academy
Lauren Leister
Deputy Athletics Director, Chief Operating Officer / SWA
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