"Administrative Specialist"

Job Description

Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.

Job Responsibilities

• May supervise or oversee the work of Technical & Administrative Support staff and/or student employees.
• Resolves complex and unique problems that require an ability to interpret established policies and procedures.
• Oversees department unit administrative processes.
• Coordinates complex processes and initiatives such as grant proposals, contracts or complex academic processes such as tenure case approvals, faculty searches, complicated course scheduling or sensitive graduate application processes.
• Plans and implements projects, special events, and/or programs that require a high level of coordination with multiple constituents and departments.
• Composes and edits internal and external correspondence and documents, including such things as manuscript submissions for scientific journals.
• Manages academic courses and textbook information. Plans and maintains website as well as other department publications.
• Prepares and monitors internal budget and other financial documents for a departmental work unit. Recommends purchases. Reviews and follows up on discrepancies in standard expenditures.

Minimum Qualifications

Knowledge of administrative practices, policies, procedures, office equipment, and computer software typically obtained by a high school degree or GED or equivalent and a minimum of 3 years related experience. An equivalent combination of education, training, and experience is acceptable. Specific knowledge, certifications, and licensure will apply at the position level.

Preferred Qualifications

• Prior involvement in planning and executing campus events or large-scale visitation programs.
• Proficiency with CRM platforms (e.g., Slate, Salesforce) and event scheduling systems (e.g., EMS).
• Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Familiarity with university systems for purchasing, payroll, and budget tracking (e.g., Bobcat Buy, P-card processing).
• Proven ability to manage multiple priorities, anticipate logistical needs, and maintain attention to detail in a fast-paced environment.
• Experience handling confidential information with discretion and professionalism.
• A commitment to providing excellent service to prospective students and families.

This position is eligible for the following benefits: medical, vision, dental, basic and supplemental life, winter break closure, paid holidays, educational benefits for you and eligible dependents, sick leave, vacation, and retirement.