Job Details

OPS Administrative Specialist (Summer Position)

Position Number: 7117088
Location: Fort Myers, FL
Position Type: Counseling

OPS Administrative Specialist (Summer Position)

Job Summary
The Administrative Specialist supports the Counseling and Clinical Education Center (CCEC) by developing and improving administrative systems, standard operating procedures (SOPs), and workflow processes during the summer term. This role focuses on operational efficiency, compliance, documentation quality, and administrative infrastructure development. The Administrative Assistant works closely with the CCEC Summer Coordinator and provides support to Graduate Student Assistants (GSAs) to ensure smooth clinic operations.

This position is ideal for someone with a background in Health Administration, Healthcare Management, or a related field who is skilled in system development, documentation, and process improvement.

Job Description

Essential Duties and Responsibilities

1. Administrative Systems Development & SOP Creation

Develop, update, and standardize Standard Operating Procedures (SOPs) for clinic operations.
Map and refine workflow processes to improve efficiency and reduce administrative bottlenecks.
Document step-by-step procedures for scheduling, communication, payment processing, and client intake.
Ensure SOPs align with university policies, confidentiality standards, and clinic expectations.

2. Clinical Manual & Documentation Infrastructure

Update and maintain the CCEC Clinical Manual, including policies, procedures, and operational guidelines.
Review and update client profile templates, forms, and administrative documents.
Ensure documentation practices align with confidentiality, ethical standards, and clinic requirements.
Assist with organizing and maintaining digital and physical administrative files.

3. Compliance & Quality Assurance

Review administrative processes for compliance with university, program, and clinic standards.
Identify gaps in workflow, documentation, or communication and propose solutions.
Support quality assurance checks for Titanium (clinical documentation) and EXXAT (student hours tracking) as directed by the Coordinator.

4. Support for Coordinator & Graduate Student Assistants

Assist the CCEC Summer Coordinator with administrative tasks, project tracking, and documentation updates.
Provide guidance and support to GSAs on administrative procedures and workflow expectations.
Help ensure consistent communication between administrative staff, GSAs, trainees, and faculty.

5. General Administrative Support

Assist with scheduling, communication templates, and administrative correspondence.
Support preparation for fall semester operations, including updating forms, manuals, and workflow charts.
Perform other administrative duties as assigned.

Additional Job Description

Required Qualifications:

Bachelor's degree in Health Administration, Public Health, Healthcare Management, Business Administration, or related field.
Strong organizational and process-development skills.
Ability to maintain confidentiality and handle sensitive information.
Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
Strong written communication skills and attention to detail.

Preferred Qualifications:

Experience developing SOPs, manuals, or workflow documentation.
Familiarity with clinical or academic administrative environments.
Experience with Titanium or EXXAT (training can be provided).

Knowledge, Skills, and Abilities:

Ability to analyze workflow and propose improvements.
Strong communication and interpersonal skills.
Ability to manage multiple tasks and meet deadlines.
Professional demeanor and reliability.
Commitment to confidentiality and administrative accuracy.

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.

To apply, visit https://fgcu.wd5.myworkdayjobs.com/en-US/eaglejobs-temporary/job/Main-Campus/OPS-Administrative-Specialist--Summer-Position-_R0007380