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Florida Gulf Coast University

Location: Fort MyersFL 33965 Document ID: AC113-1672 Posted on: 2018-04-2504/25/2018 Job Type: Regular

Job Schedule:Full-time
2018-05-25
 

Executive Secretary

Job Title
Executive Secretary

Job Description
The Executive Secretary provides administrative support to the Marieb College of Health & Human Services ( MCHHS ) Advising Office. Serves as department receptionist and first point of contact for enrolled and prospective students.

Required Qualifications
High school diploma or equivalent.
Four years of administrative support experience including data entry, records/file management, and customer service.
Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, PowerPoint, Access, and Outlook) software.
Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications
Administrative support experience in higher education and/or student services.

Knowledge, Skills & Abilities
Knowledge of general office procedures and best practices.
Knowledge and proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, and Access) applications.
Excellent interpersonal, verbal, and written communication skills.
Skilled in editing documents for spelling and grammar.
Excellent organizational skills.
Ability to coordinate and implement assignments in order to meet deadlines.
Ability to handle multiple tasks and work under stress.
Ability to be creative and resourceful.
Ability to assume new responsibilities and carry them out in an effective manner.
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 maintain confidentiality and discretion at all times.
Ability to work successfully as both a member of a team and independently with minimal supervision.

Salary Range
$14.37 - $15.57 per hour

Job Duties

Essential Job Duties
• Provides administrative support to the department. Composes and types reports, business letters, and general correspondence. Reviews all work for grammatical and spelling errors. Collects and collates advising statistics to facilitate report preparation. Makes photocopies.
• Greets and assists all students and visitors. Handles inquiries, issues, and complaints in a confidential manner and refers to appropriate individual or department. Distributes mail. Screens and routes telephone calls and faxes.
• Distributes notices of meetings and prepares agendas. Records, transcribes, and distributes meeting minutes in a timely manner.
• Develops and maintains filing system on students enrolled in programs and the admissions process. Enters prospective student information into the academic student record database.
• Assists with developing promotional and programmatic marketing materials.
• Assists with student orientations and schedules advisors appointments. Schedules and ensures conference rooms are in order at time of appointment and all materials (including refreshments, when appropriate) are readily available.
• Assists with managing the departmental budget including monitoring expenditures, researching purchase options, preparing purchase requisitions and invoices, and reconciling purchasing expenditures. Receives cash, checks and credit card payments. Maintains PCI Compliant.
• Coordinates travel arrangements. Prepares itineraries, travel authorization requests and vouchers for payment. Ensures state policies and procedures have been satisfied.
• Establishes and maintains both paper and electronic record keeping systems. Maintains the creation, handling, and storage of all records in accordance with applicable record retention guidelines.

Other Job Duties

Other Duties
• Performs other job-related duties as assigned.

Posting Detail Information

Posting Number
PS392P

Open Date
03/20/2018

Close Date
04/24/2018

Open Until Filled
No

Special Instructions to Applicants



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