Administrative Assistant (Naples Center)
- 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.
- 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).
- 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 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.
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