"Administrative Specialist"

Job Description

Administrative Specialist

Wright State University

EEO Statement: Wright State University is an equal opportunity employer.

Faculty Rank or Job Title: Administrative Specialist

Job Category: Classified (non-exempt)

Department: Student Success

EEO number: 25C354

Position FTE: 100%

Minimum Annual or Hourly Rate: $13.56

Salary Band: CS 13

Job Summary/Basic Function
Under general supervision provides administrative and clerical support by maintaining confidential financial/academic databases, works on special projects (department publications, course documentation), prepares routine and special correspondence/reports. May supervise students and/or staff.

Minimum Qualifications
A high-school diploma or GED and 1.5 year (FT) related work experience, OR two years of post-secondary education and six months (FT) of related work experience. Excellent verbal/communication skills. Experience in writing, editing, and budget management. Ability to calculate basic math. Working knowledge and skills to utilize current office equipment and a variety of complex software packages. Demonstrated skills/knowledge of additional software may also be required.

Preferred Qualifications

Essential Functions and percent of time
Composes and formats correspondence, reports, flyers, brochures, tests, syllabi and research papers. Types complex technical material (e.g., documents requiring use of legal, scientific, medical, statistical or foreign language terminology), from notes, written copy, oral instructions or dictating machine, edits/proofs typed documents makes corrections (e.g., reports, correspondence, charts, briefs, pleadings, decisions and contracts). Provides administrative support, which involves solving recurring problems using independent judgment and decision making. 10%

Provides assistance in the development and interpretation of policies and procedures. Assists in developing and implementing internal procedures, as well as the organization of work assignments in the unit. 10%

Creates and distributes routine departmental correspondence, maintains and monitors confidential academic and budgetary records and databases, generates standard and custom reports by analyzing source data and completes custom projects. 15%

Performs clerical tasks (e.g., sends out mail; receives & distributes mail; receives & logs in materials & information; orders supplies; answers telephone; maintains statistics & prepares reports). 20%

Initiates routine and non-routine correspondence, modifies drafts for approval. Enters data into database programs. 10%

Independently addresses problems related to various interoffice and student concerns which may involve some policy interpretation. Deals with a variety of problems that are recurring in nature and determines specific action. 25%

Provides assistance in the development and interpretation of policies and procedures. Assists in developing and implementing internal procedures, as well as the organization work assignments. Acts as the department liaison with regard to inventory, building services, equipment maintenance and repair, purchasing, travel and other administrative matters. Assists in the preparation of the department budget and reviews the status of the accounts. Maintains an overview of income and expenditures confers with supervisor on discrepancies. Acts as the department liaison with other departments and with outside agencies. Compiles and assists in preparation of reports. Processes petty cash and travel vouchers for reimbursement. Maintains records, prepares special reports, and tracks vacation/sick leave for exempt staff. 10%

Note: This is not an inclusive list of duties and responsibilities.

Working Conditions
To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources. Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.

Special Instructions to Applicants

First Consideration Date: 09/15/2025

Closing Date:

Open Until Filled: Yes

To apply, please visit: https://jobs.wright.edu/postings/21400