Job Title

Administrative Specialist Reporting to the Department of Business (DoB) Head, the Administrative Specialist provides administrative support to the department and is responsible for managing daily operations, financial activities and accomplishing administrative tasks. This position is the units first point of contact, overseeing student employees and acting as departmental liaison to business students, DoB advisory board members and external stakeholders. The Administrative Specialist is also responsible for reviewing, streamlining and documenting processes for the DoB, as well as ensuring compliance with departmental, college and university policies. This position functions with minimal supervision. This position provides a wide range of operational support to visitors, students and employees, navigating a variety of administrative processes, procedures and cyclical calendars of activities critical to the operation of the unit within the broader university. The primary responsibility is to serve as an administrative process expert and coordinator. The position may serve as first point of contact for the department while also performing administrative functions such as researching information and solving problems for faculty, staff and students, and providing program and/or event assistance. Duties may include: Compose, proofread, edit and distribute a variety of business documents and routine reports Maintain schedules and event calendars Coordinate logistics for regular travel and meetings Collect and organize data, enter information into various electronic systems in accordance with university or department procedure to ensure accuracy and compliance, validate information and resolve conflicts in data Review internal operating procedures and practices to determine whether improvements can be made in areas such as workflow and records management Greet office visitors and respond to incoming calls and email correspondence. Provide information about office services and processes, redirect inquiries to appropriate offices/individuals Manage inventory Other duties as assigned This position works with a high degree of initiative to provide advanced operational and programmatic support to visitors, students and employees by navigating and advising others on a variety of administrative processes, procedures and cyclical calendars of activities critical to the operation of the unit within the broader university. The position may serve as first point of contact for the department while also performing administrative functions such as researching information and solving problems for faculty, staff and students, and providing program and/or event assistance. Duties may include: Coordinate office functions and maintain office processes, procedures, and records Provide administrative support and coordinate activities of a department or unit by prioritizing, directing and responding to business matters involving university administrative functions Respond to routine and moderately complex questions/issues concerning unit/university policies, processes and procedures from internal and external contacts Support regular and non-routine meetings and events; coordinate complex travel arrangements Compose and distribute meeting notes and routine correspondence or reports, such as presentations, statistical or monthly activity reports Maintain individual and office calendars Utilize university systems to create, review and submit financial documents including travel claims, purchasing card expense reports, claim vouchers, requisitions, purchase orders and deposit forms; may provide routine financial reports to unit administrator May supervise or direct the work of others Other duties as assigned Required Experience: Administrative Specialist II: One year performing office support functions such as document or records management, composing or editing and formatting business documents, reception and/or customer service Using computer software and applications for word processing, spreadsheets, email and internet research Balancing a workload of assigned tasks to meet multiple deadlines Administrative Specialist III: Three years performing administrative or office support functions Composing, proofing and editing a variety of business documents, using proper grammar and punctuation as demonstrated in application materials Using computer software and applications for word processing, spreadsheets, email and internet research