OPS Administrative Specialist

The OPS Administrative Specialist serves a central administrative role supporting Eagle Media and Fraternity and Sorority Life (FSL). This role coordinates Eagle Media and FSL projects and activities and assists with communications, events, and organizational workflows. Reporting to the Administrative Assistant II for Student Experience, supporting the Advisor for Eagle Media and the Director of Fraternity and Sorority Life, this role is student-facing and responsive to the needs of students utilizing both offices.

Job Description

Typical duties include, but are not limited to:

• Provide general administrative support including scheduling meetings, managing and maintaining shared calendars, and coordinating departmental activities.
• Serve as a point of contact for students, staff, and external stakeholders; respond to inquiries in a professional and timely manner.
• Assist students in navigating their student experience, including referrals to Student Care Services and other student-facing campus services.
• Prepare, review, and maintain documents, reports, and correspondence on behalf of the office, including meeting minutes, memos, letters, presentations, and spreadsheets.
• Assist with data entry and recordkeeping in university systems (e.g., Workday or internal databases); maintain employee personnel, internship, and service-learning files.
• Support hiring and onboarding processes for OPS and student employees, including support for new student hires; assist with employment administration and communication with the central Human Resources department under the direction of the supervisor.
• Coordinate logistics for meetings, events, and departmental functions (room reservations, materials, communications); assist with catering, travel, and accommodation arrangements under the direction of the supervisor.
• Maintain and coordinate inventory of Eagle Media and FSL office supplies and equipment.
• Communicate budget, purchasing, and supply needs for Eagle Media and FSL to the supervisor.  Maintain vendor contract records for Eagle Radio Music Festival.
• Assist with the annual inventory of fixed and attractive assets under the direction of the supervisor.
• Ensure compliance with university policies, procedures, and confidentiality standards.

 

Other duties:

• Support departmental initiatives, committees, or leadership groups as needed.
• Perform other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• High school diploma or equivalent.
• Relevant administrative support experience (1-2 years).
• Equivalent combination of education and experience may be considered.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and general office technology.

Preferred Qualifications:

• Experience working in a higher education environment.
• Familiarity with Workday or similar enterprise systems.
• Strong customer service and interpersonal communication skills.
• Ability to handle sensitive information with discretion.
• Experience supporting multiple stakeholders or managing competing priorities.

Knowledge, Skills, & Abilities:

• Knowledge of general office practices and administrative procedures.
• Strong interpersonal, verbal, and written communication skills.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to work independently and collaboratively in a team environment.
• Strong attention to detail and ability to maintain accurate records.
• Ability to learn new systems and adapt to changing processes.
• Demonstrated professionalism, discretion, and ability to handle confidential information.
• Ability to think critically, solve problems, and improve processes.

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.