Administrative Assistant (Naples Center)

: Job Summary The Administrative Assistant provides administrative support to the Director of the NCEF Early Child Development Center in Naples, Florida (Collier County). Acting under general supervision, the position anticipates management or center needs, proactively solves problems and handles issues. FGCU is a member of the State University System of Florida and an Affirmative Action and Equal Employment Opportunity and Access Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability, sex, pregnancy, national origin, marital status, genetic predisposition, sexual orientation, gender identity/gender expression, veteran status, and any other protected class(es), as required by applicable state and federal law, as well as University regulations and policies. Typical duties may include but are not limited to:

• Provides administrative assistance to the Development Center Director, including responsibilities such as managing calendars, composing correspondence, and handling travel arrangements.
• Serves as the liaison to various constituents through correspondence, phone, and in-person contact, including responsibility for unit reception.
• Works in ProCare software management system to manage billing, waitlist, and other aspects of software.
• Assists Director with completion of initial and annual FL DCF Child Care Licensing requirements. Assists in self-study for NAEYC Accreditation and ongoing renewal. Assists with the completion of annual VPK and School Readiness contracts through the Early Learning Coalition of Southwest Florida.
• Assists Director in reviewing records regularly to ensure all required licenses remain up to date. Coordinates inspections necessary for licensure and licensure renewal.
• Coordinates the scheduling of parent/teacher conferences and including communication and follow-up.
• Maintains Development Center website and works with FGCU website personnel to make updates as needed.
• Collects information, conducts research, and prepares materials for use in discussions, meetings or for decision-making purposes.
• Assists in creating, editing, finalizing, and maintaining constant updates for the policies and procedures manual required by DCF Licensing.
• Creates or maintains unit filing systems or workflows, and maintains confidential information. Collects data needed for various reports.
• Drafts or reviews correspondence or other documents.
• Maintains office supply inventory, interacts with vendors, or serves as contact for space, equipment or facility issues.
• May supervise or serve as a lead for other staff, including students.
• Provides transactional maintenance of funds and accounts. Processes Child and Adult Care Food Program (CACFP) submissions for reimbursement and assists Director with annual CACFP Contract.

Other Duties

• Performs other job-related duties as assigned.

Additional Required Qualifications:

• This position requires a high school diploma and six years of full-time experience directly related to the job functions.
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, and Outlook).

Preferred Qualifications:

• Bachelor's degree from an accredited institution in an appropriate area of specialization.
• Work experience in a higher education setting.
• Experience with Workday.
• Experience with ProCare or similar software program.

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 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.

Salary Pay Grade 15