"Administrative Specialist"

Job Details

Position Overview

The Administrative Specialist will provide support for students and faculty and will partner closely with other units across the University, most notably with Records and Registration, Admissions, IT, Career Services, the Center for Academic Success & Exploration, and the Business and Purchasing offices. The position provides assistance with the planning of the course schedule, monitoring the budget, curricular and enrollment events, and other management functions and special projects. The efficiency of the department relies heavily on the skills of the Administrative Specialist working cooperatively with the Department Chair and the Dean's staff. Being knowledgeable of the curriculum, College and University policies and procedures, Departmental and College matters, and protecting confidential information is critical to the position.

This role follows a 9-month academic work schedule, with some required hours over the summer.

Key Responsibilities

• Serve as the primary point of contact for the department – facilitating communication (verbal and written) between the faculty and chair, students, staff, administrators, and external constituencies.
  • Apprise students of upcoming events, opportunities, deadlines thru email communications, posters, and/or social media platforms.
  • Understand departmental curricula - course rotation, prerequisites, course descriptions, etc.
  • Provide information and referrals to students to help them solve problems they encounter with classes, scheduling, completion of forms, etc., referring students to faculty for formal advising. Maintain the confidence of students by protecting confidential information.
  • Provide information and referrals to other contacts within and outside of the university regarding departmental activities.
• Support chair with managing the department
  • Monitor college and university calendars and keep chair and faculty apprised of upcoming events, due dates, processes, etc.
  • Assist with preparation of the year-long course schedule and maintain updates throughout the year
  • Responsible for entering course schedule into PeopleSoft
  • Hire student workers, assign work, supervise, and approve hours
  • Inventory and order supplies and equipment on a regular basis
  • Assist the chair and faculty with preparation of recruitment events, departmental meetings, student recognition events, etc.
  • Take informative minutes at departmental meetings.
  • Assist the chair and dean’s assistant with preparation of PT Faculty Forms and with the on-boarding process of new faculty and adjuncts.
• Execute with proficiency assignments utilizing BU software (including Oracle, PeopleSoft, Canvas, Slate and other platforms as they are introduced), Microsoft Office (Word, Excel, Outlook-including Calendar options for scheduling appointments) and Microsoft Teams. May include editing/revising the departmental website and social media platforms.
• In cooperation with chair and dean's assistant, monitor budget and handle associated tasks
  • Enter vouchers/requisitions in the Accounts Payable automated system.
  • Process expense reports
  • Reconcile the budget each month and update chair on the status of the budget and gift funds, providing forecasting information to help with planning and prevent overspending in the fiscal year
  • Accurately track faculty spending of special individual funds (faculty development awards, departmental allocations, etc.)
• Work closely with Dean's office and chair in providing institutional information
  • Support the administration of Class Climate student evaluations
  • Assist with submission of required information for Internships
  • Assist with the new student registration process
• Support faculty and the chair with curricular and enrollment activities
  • Issue permission numbers under supervision of chair
  • Assist the chair with degree audits
• Assist the chair with curricular revision (keeping track of submitted requests, updating departmental information sheets, etc.)
• Other duties as assigned

Required Qualifications

• Associate’s degree
• 2-4 years in a similar role w/ Bachelor’s degree. 4-6 years in a similar role if no Bachelor’s degree.
• Demonstrated problem solving skills
• Mastery skill level in Microsoft applications
• Effectively prioritizes challenges
• Articulate and responsive to colleagues
• Ability to simultaneously handle multiple priorities

Preferred Qualifications

• Bachelor’s degree
• Experience editing webpages
• Experience using WordPress
• Experience with social media platforms other than personal use

BU Benefits and Perks

Please check out Butler’s Total Rewards website to learn more about our benefit offerings, which include:

• Paid Time Off and Holidays:
  • 20 days of paid time off (vacation and PTO days) per Fiscal year
  • 8 Paid Holidays - In addition, a paid Winter Break between Christmas Eve and New Year’s Day
  • Paid Parental Leave (after 1 year of full-time employment)
• Health:
  • Comprehensive medical, dental, and vision plans including disability and life insurance programs
• Retirement:
  • 10% employer contribution after 1 year of full-time employment
• Tuition Assistance:
  • Tuition Exchange Program for Dependents
  • Remission of tuition for classes taken at Butler for employees, spouses, and dependent children. - Eligibility after 9 months of full-time employment - Employees & spouses- undergraduate/graduate degrees - Dependents (under age 26)- undergraduate degree - Covers tuition only
• Butler Facilities Access, Discounts and Perks:
  • Access to Butler’s on-site fitness facility and libraries for full-time staff and faculty
  • LinkedIn Learning Courses
  • Free premium subscription to the Calm App
  • Free subscription to the WSJ, The Economist, and NYT
  • Discount at the College Bookstore
  • Discount on select Athletic and Arts/Events Center Performances

About Us

Butler University is a private, nationally recognized comprehensive university encompassing seven colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, Pharmacy & Health Sciences and Founder's College. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.

Join us at the crossroads of tradition & transformation. A career at Butler University offers more than just a job—it’s an opportunity to join a dedicated, innovative, and supportive community grounded in equity, academic excellence, and meaningful impact. Aligned with Boldly Butler, our strategic plan, faculty and staff play a vital role in delivering transformational learning experiences, enriching our campus and community, and ensuring a thriving Butler for generations to come.

Butler University is an equal opportunity employer. We welcome applications from all individuals, regardless of age, sex, race, religion, color, disability, protected veteran status, national origin, or any other legally protected category.