"Administrative Specialist, Humanities"

Job Vacancy Announcement

Position Information

Position Title: Administrative Specialist, Humanities

Department: HUMANITIES, EGL, AND SOCL SCI

FLSA: Non-Exempt

Union/Non Union: Non Union

Full Time or Part Time: Full Time

Grade: 8

Hiring Salary Range: $40,619-$44,681/Annually

Regular or Temporary: Regular

Job Description Summary

The Administrative Specialist plays a crucial role in providing administrative support and ensuring the smooth operation of the Humanities Department. Under the supervision of the Chair of Humanities, the Administrative Specialist performs advanced-level administrative/clerical activities to support the Humanities Department. This position involves a wide range of responsibilities, including managing day-to-day office tasks, coordinating administrative operations, and coordinating the front office of the Humanities Department with their administrative needs.

Minimum Qualifications

EDUCATION AND EXPERIENCE

• High School Diploma, GED, or equivalent required
• Four or more years of progressively responsible administrative support experience including budget preparation, information dissemination, record-keeping, and extensive interaction with the general public.

CRITERIA

ESSENTIAL DUTIES

• Oversee reception duties, including greeting visitors, answering phone calls, and managing incoming/outgoing mail
• Manages and performs the department’s administrative and clerical functions, including determining proper workflow priorities, and establishing and maintaining electronic filing and record-keeping systems with minimal supervision.
• Assist in disseminating information both professionally and expediently to all Humanities staff and faculty, including work study students.
• Maintain and organize office supplies, equipment, and facilities.
• Perform data analysis and generate reports as needed.
• Facilitates reimbursement process for faculty and staff.
• Prepares a variety of forms, listings, informational and statistical reports by determining data requirements, gathering and compiling information from multiple sources, verifying accuracy, and formatting data appropriately.
• Assist in preparing and monitoring the departmental budget by compiling budgetary information from academic areas and the Humanities, English, Social Science ( HESS ) division drafting the budget, entering information into accounts, and generating reports for the supervisor’s review. Prepares purchase requisitions received from department staff and submits for supervisor’s signature.
• Drafts correspondences, reports, and presentations.
• Coordinates with the Center for Performing Arts ( CPA ) Operations Building Tours for Humanities Academic Programs.
• Coordinates and schedules appointments, meetings, and conference rooms. Takes minutes of routine meetings; photocopies materials; maintains electronic filing system; sorts and distributes mail
• Assist with planning office events and celebrations, humanities classroom activities, and programs
• Ensures proper documentation, version control, and archiving of files.
• Assists academic coordinators with new equipment purchases for academic areas of the CPA .
• Tracks and monitors office supply inventory and arrange for replenishment of items as necessary.
• Maintains office supplies and all office equipment, troubleshooting office equipment problems, and notifies appropriate service personnel regarding repairs or replacements.
• Maintains humanities academic calendars and schedules.
• Performs all timekeeping /payroll functions for humanities assistants, academic tutors, draped and undraped models, etc.
• Performs other duties as required to support the mission and function of the unit.

KNOWLEDGE, SKILLS, AND ABILITIES

• Proven experience in an administrative role, preferably in a fast-paced environment.
• Ability to maintain complex office records and to prepare reports from such records
• Strong problem-solving and decision-making abilities.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Proficiency in using office software, including word processing, electronic files, spreadsheet, and presentation applications.
• Ability to work independently as well as collaborate within a team.
• Ability to deal tactfully and courteously with the public and with fellow employees
• Knowledge of building operations
• Knowledge of academics

Job Requirements

PHYSICAL REQUIREMENTS Must have the use of sensory skills to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office-related equipment, such as but not limited to a personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, or repetitive motions.

OTHER REQUIREMENTS

• Ability to communicate effectively in spoken and written standard English.
• As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
• A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.

Is Background Check Required? Yes

Posting Number: PGCC232111/12

Open Date: 12/15/2025

Open Until Filled: Yes

Special Instructions to Applicants: This position offers a comprehensive benefits package, including paid time off, paid holidays, retirement plans, and health and welfare coverage. This position is eligible for overtime and shift differential pay.