Administrative Specialist, School of Education, College of Health, Education and Professional Studies

Job Description

The Administrative Specialist oversees a wide range of administrative functions, supports departmental leadership, and ensures efficient operations across the School of Education. This role manages financial and personnel processes, provides executive-level support to the Director, maintains essential department records, coordinates hiring activities, and serves as a key point of contact for students, faculty, staff, and external visitors.

Responsibilities

Administrative & Executive Support

• Provide high-level support to the Director, including calendar, travel, scheduling, and general operations.
• Manage and maintain departmental financial records using OneDrive, DASH, and other university systems.
• Monitor ledgers monthly and reconcile procurement card purchases, invoices, requisitions, and contracts.
• Oversee the full Background Check and Liability process.
• Maintain records for effort certification, auditing, and general departmental documentation.
• Support and monitor student workers and graduate assistants.

Faculty & Academic Processes

• Coordinate contracts, special appointments, additional pay actions, and dual services.
• Maintain faculty files, including EDOs, SPDRs, appointment letters, transcripts, and RTP documentation.
• Support faculty throughout reappointment, promotion, tenure, and evaluation processes.
• Serve as a resource to the RTP committee and ensure timely submission of materials.
• Plan and execute the annual School of Education Award Ceremony, including scholarships, communications, reservations, catering, programs, and logistics.
• Maintain and update the School of Education website in collaboration with college communications.

Departmental Operations & Budget Support

• Manage the School of Education SharePoint site and committee documentation.
• Coordinate meeting logistics, including agendas, minutes, and faculty review processes.
• Pull course enrollment data and submit payroll summaries each semester.
• Assist with purchasing, supply orders, IT requests, journal vouchers, cost transfers, and other financial documents.
• Support principal investigators (PIs) in maintaining grant documentation.
• Maintain personnel records and track position actions.

Hiring Support & Special Projects

• Coordinate the hiring process for adjunct faculty, including Equifax, I-9 documentation, and onboarding support.
• Assist search committees with scheduling, communications, travel arrangements, and hiring documentation.
• Manage department equipment logs, space inventory, and key card access.
• Coordinate room reservations (including Hunter Hall 407) and maintain digital signage in the SOE lobby.
• Complete annual university trainings and other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of office operations, budgeting, and basic bookkeeping.
• Strong technology skills and proficiency in Microsoft 365 tools.
• Excellent organization, communication, and professional etiquette.
• Ability to work independently, multitask, problem-solve, and manage time effectively.

Review of applications will begin 2026-03-24 and continue until the position is filled. Applications received by this date will receive priority consideration.