The Administrative Specialist I provides high level support to the Advising Office and executive professional support to the Assistant Dean across a wide variety of functions that require independent judgment and confidentiality to support students, faculty, and staff. In addition to daily management of schedules and complex communications, the position will be responsible for various projects requiring tact, precision, and independent judgment. The Admin Specialist is present in the office to provide services and support to campus constituents; serves as go-to resource for faculty and staff by keeping current on College and University policies/activities; maintains strong professional relationships across campus; and will be able to make decisions on matters of significance that impact stakeholders if needed.

This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.

Education and Experience:

Bachelors Degree or equivalent combination of education and experience. 4 plus years of experience in administrative, higher education, student services or managerial positions.

Skills and Knowledge:

Strong in Microsoft Office and Adobe Professional suite, with the ability to create and revise documents. Excellent written and verbal communication skills. Highly detail oriented individual with a strong capacity for reading and comprehending large and complex documents and applying that knowledge as needed. Exceptional customer service ethic and problem-solving abilities. Ability to handle multiple priorities and requests. Knowledge of PeopleSoft or related system preferred.

Responsibilities:

• Primary office administrator to support the work of the unit. Coordinate office needs, including the organization of meetings and calendars, travel arrangements. Independently manage and prioritize the day-to-day operations of the department, including all financial and business-related matters. Spearhead the coordination, planning, budgeting, and execution of special events, providing event supervision and support during the events. Independently prepare materials for meetings including but not limited to financial reports, agendas, presentations and dashboards. Maintain departmental records related to personnel and hiring. Adapt and retool as campus business processes develop over time and, as a result, assignments are reviewed and revised.
• Monitor the daily operations within the office to assure that business runs smoothly. Coordinate facilities, keeping departmental spaces, including offices, operational by reporting maintenance problems, submitting work orders, and following up to ensure issues are corrected. Design, write and analyze numerous queries and reports requiring through knowledge of departmental operations. Make conclusions and recommend solutions for administrative problems. May interview, hire, train, supervise and evaluate the performance of staff members and/or student employees. Provide back-up assistance for front desk-reception, and other staff duties as needed.
• Manage student focused processes. Create, maintain, manage and operate processes focused on students. These include but are not limited to academic standing, readmission, intra-university transfer, suspension, probation, scholarships, awards. Maintain comprehensive and accurate records relating to student processes. Serve as the point of contact for escalated cases. Coordinate further action with the assistant dean.
• Manage budget and payroll processes. Process and track expenses associated with the operation of the office. Includes, but is not limited to, processing employee expense vouchers, travel vouchers, credit card reconciliation; regular review of expenses and general ledger to ensure accuracy, and determining resolution of issues discovered during review and reconciliation of accounts. Compile and analyze financial data from online reporting systems. Manage and monitor all payroll and time entry processes. Work with college Budget Office staff to resolve budget questions and assist in requests from the Dean and the Office of Budget and Planning.
• Liaison between faculty, students, staff, and various departments within/outside the University. Act as liaison by communicating with other divisions across campus. Interact with faculty, staff, students and general public as needed. Perform customer service duties by providing general information and handle/respond to inquiries and complaints. Maintain and update the website content as needed.