Administrative Support Specialist

Administrative Support Specialist

Department: Mathematical Sciences - 250500

Minimum Qualifications

Graduation from high school and one year of related office experience; or an equivalent combination of education and experience. Diplomas or degrees must be received from appropriately accredited institutions.

Essential Job Functions

• Administering, managing, and reconciling a variety of budget types, including state, grants, foundation funds and P-card accounts
• Maintaining accurate budget documentation, spreadsheets, and other related documents
• Preparing and submitting regular budget reports to the Dean's Office, department chair, and other offices as needed
• Interpreting and providing guidance on university policies and procedures regarding budget and budget-related tasks
• Establishing and interpreting guidelines, answering questions, problem solving, and advising faculty and staff regarding university travel policies and procedures or other spending
• Analyzing, processing, and submitting travel authorizations and reimbursements and related documentation
• Placing work orders or requesting estimate requests
• Receiving, organizing, and processing documents related to faculty review processes as needed
• Assisting the department chairperson in scheduling activities, meetings, and events or related services as needed
• Collaborating with other staff and student workers to maintain the office space and resources, including procurement, communication, and organization
• Interacting with faculty and others to solve problems, collect information, request support, or otherwise support the department
• Other tasks as needed by the department to support its mission

Knowledge, Skills, & Abilities Required for this Position

• Strong computer skills in programs including Microsoft Word and Excel, Google Suite, and university platforms
• Proficiency with common business tools such as printers and copiers
• Familiarity with budgets and financial matters and must be able to handle multiple budgets, including faculty and student research grants
• Ability to oversee each budget to ensure fiscal stability
• Adaptability to work with and serve a variety of stakeholders (including faculty, students and fellow staff)
• Ability to work independently and as part of a collaborative team
• Ability to handle stressful situations in a professional manner

Preferred Qualifications

• A four-year degree and two (2) years of experience in administrative support or a similar combination of experience and education.
• Thorough knowledge of standard office practices, ideally in a higher education environment
• Excellent written and verbal communication skills
• Attention to detail
• Strong computer skills, including proficiency in Microsoft Office, Google suite of tools, Banner Finance, and Banner Student
• Ability to multi-task and prioritize workloads with frequent interruptions
• Familiarity with budgets and financial matters; with accompanying problem-solving skills
• Comfortability working both individually and as part of a team, often with empathy and humor
• Familiarity with university organization, policies and procedures

Work Schedule/Hours: Mon-Fri 7:30-4:30, but exact times may be flexible.

Anticipated Hiring Range: $43,542 - $46,643

Closing Date: 7/5/2026