"Administrative Specialist, Office of the VP for Student Affairs"

Job Details

Department: Office of the VP for Student Affairs

Job Posting Title: Administrative Specialist, Office of the VP for Student Affairs

Job Description: This position performs a variety of customer service and office support duties. Strong written and oral communication skills, along with interpersonal and organizational skills are required. Work involves specialized and/or diverse administrative support work.

Minimum Qualifications: High School diploma or GED equivalency or two years of experience in an office or administrative support position.

Preferred Qualifications: Bachelor’s degree, Experience working in University setting, Excellent writing, organizational and data management skills, Customer service skills, Experience working with social media platforms and webpage management, Demonstrated ability to use Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Office Management (60%): Serve as direct contact in the Office of Student Affairs focusing on overseeing daily office operations to ensure an efficient and productive work environment. Provides direct administrative support to the Associate VP for Student Affairs/Enrollment Leadership and the CRM Coordinator. Prepares correspondence, agendas, and materials including administrative and reports for reproduction and distribution; maintains calendars, schedules and plans events and takes minutes at meetings. Responds to questions from other offices and the public. Responsible for monitoring deadlines associated with projects assigned to the Associate Vice President for Student Affairs/Enrollment Leadership and the CRM Coordinator. Meets weekly with Executive Administrative Specialist to the Vice President for Student Affairs to review schedules and ongoing projects. Research and evaluate special projects involving independently collecting and compiling information from a variety of sources, analyzing results, and preparing final recommendations. Enters and manipulates data and information in word processing, spreadsheet, and database applications by creating word processing templates and form letters, macros, functions, tables, queries, and reports. Establishes and maintains a record and filing system and maintains procedural manuals. Participate in interviewing, selecting, supervising, and evaluating student employees. Assigns and oversees student employee projects. Work with student employees to send professor notifications when students are unable to attend classes. Communicate the notification process and request medical documentation, if needed.

Associate Vice President for Student Affairs/Enrollment Leadership & CRM Coordinator: Responsible for attending committee meetings, as assigned, with the Associate Vice President for Student Affairs/Enrollment Leadership and CRM Coordinator. Accurate minutes are kept of each meeting for reference. Schedules follow-up and/or monthly meetings as needed. Responsible for Associate Vice President for Student Affairs/Enrollment Leadership event planning: Schedule facilities, invites, and activities; Assist in the preparation and research for presentations; Communicate with internal and external stakeholders. Data manipulation: Request and maintain data for Enrollment Leadership; Maintain Enrollment Leadership Yearbook; Assist in trend identification; Share data with appropriate stakeholders. Assist with development and offering of training opportunities. Assist in the production of presentations and outline for departmental training. Serve on Division of Student Affairs Assessment and Planning Committee and other appropriate committees. Serve as the point person for calendaring system (Smartsheet). Assist with Communication.

Budget and Fiscal Responsibilities (35%): Responsible for submitting appropriate travel authorization and coordinating travel arrangements for the Associate VP for Student Affairs/Enrollment Leadership and the CRM Coordinator to attend meetings and conferences. Responsible for the reconciling of Business Procurement Card transactions in Workday for the Associate Vice President for Student Affairs/Enrollment Leadership and CRM Coordinator. Responsible for completing purchases, according to established FHSU policies and procedures. Completes orders, purchase requisitions, bills, and related forms to make payment for goods and services received for the Associate VP for Student Affairs/Enrollment Leadership and CRM Coordinator. Responsible for maintaining and reporting on the budgetary accounts for Enrollment Leadership. Oversee the maintenance of an adequate level of office supplies, equipment, and property, which may also include ordering and purchasing.

Other Duties as Assigned (5%): General office procedures and proficiencies in using the following computer skills: Microsoft products (i.e. Word, Excel, Access, Publisher), Adobe Photoshop, Workday (p-card reconciling and purchase orders), Outlook (email & calendar), IBM Cognos (Performance Management Software), Perceptive Content (student files), CMS (website maintenance) and general database knowledge. In addition, faxing and photocopying skills are required.

Appointment Date: Start date will be determined after acceptance of an offer and background check clearance.

Priority Deadline: October 8th, 2025. A review of applications will begin after the deadline.

Wage: $15.54/hour

Benefits: To review our competitive benefit package, please visit FHSU Benefits.

Application Process: To apply for this position, please visit FHSU Careers. Only electronic applications submitted through the webpage will be accepted.

Required Application Documents: Applicants must submit resume. Applicant documents should be submitted in one PDF.

If you have questions regarding the position, please contact: Christine Gist, crgist@fhsu.edu, (785) 628 4277