Administrative Specialist II or III

Posting Number: SP005344P

Division/College: College of Business & Economics

Department: Department of Accounting and Management Information Systems

Location: Moscow

Posting Context Statement:

Reporting to the Department Head of Accounting & Management Information Systems, the Administrative Specialist provides administrative support to the department and is responsible for managing daily operations, financial activities and accomplishing administrative tasks. This position is the unit’s first point of contact, processing graduate TA’s and acting as departmental liaison to accounting and business analytics students, the department’s advisory board members and external stakeholders. The Admin Specialist is also responsible for reviewing, streamlining and documenting processes for the department, as well as ensuring compliance with departmental, college and university policies. This position functions with minimal supervision.

Position Overview:

Administrative Specialist II

This position provides a wide range of operational support to visitors, students and employees, navigating a variety of administrative processes, procedures and cyclical calendars of activities critical to the operation of the unit within the broader university. The primary responsibility is to serve as an administrative process expert and coordinator. The position may serve as first point of contact for the department while also performing administrative functions such as researching information and solving problems for faculty, staff and students, and providing program and/or event assistance.

Duties may include:

• Compose, proofread, edit and distribute a variety of business documents and routine reports
• Maintain schedules and event calendars
• Coordinate logistics for regular travel and meetings
• Collect and organize data, enter information into various electronic systems in accordance with university or department procedure to ensure accuracy and compliance, validate information and resolve conflicts in data
• Review internal operating procedures and practices to determine whether improvements can be made in areas such as workflow and records management
• Greet office visitors and respond to incoming calls and email correspondence. Provide information about office services and processes, redirect inquiries to appropriate offices/individuals
• Manage inventory
• Other duties as assigned

Administrative Specialist III

The position works with a high degree of initiative to provide advanced operational and programmatic support to visitors, students and employees by navigating and advising others on a variety of administrative processes, procedures and cyclical calendars of activities critical to the operation of the unit within the broader university. The position may serve as first point of contact for the department while also performing administrative functions such as researching information and solving problems for faculty, staff and students, and providing program and/or event assistance.

Duties may include:

• Coordinate office functions and maintain office processes, procedures, and records
• Provide administrative support and coordinate activities of a department or unit by prioritizing, directing and responding to business matters involving university administrative functions
• Respond to routine and moderately complex questions/issues concerning unit/university policies, processes and procedures from internal and external contacts
• Support regular and non-routine meetings and events; coordinate complex travel arrangements
• Compose and distribute meeting notes and routine correspondence or reports, such as presentations, statistical or monthly activity reports
• Maintain individual and office calendars
• Utilize university systems to create, review and submit financial documents including travel claims, purchasing card expense reports, claim vouchers, requisitions, purchase orders and deposit forms; may provide routine financial reports to unit administrator
• May supervise or direct the work of others

Other duties as assigned