Administrative Specialist 111000

POSITION DETAILS

Employment based visa sponsorship will NOT be considered for this position.

Position Number:  111000
Classification Title:  Administrative Specialist
Working Title:  Administrative Specialist

Department:  Doctoral Program
FLSA Status:  Non-Exempt
Salary Range:  $46,000
Pay Basis:  Annually

POSITION OVERVIEW

JOB SUMMARY:

This position assists the Director of Doctoral Studies, the Ed.D. Program Policy Group, and the Ed.D. Program Working Group with accomplishing clerical and administrative tasks and provides information regarding policies, procedures, and guidelines for EdS and EdD. applicants and enrolled/withdrawn students. It is also responsible for assisting students and faculty with dissertation course registration and scheduling.

MINIMUM QUALIFICATIONS:

A high school diploma and four years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

POSITION QUALIFICATIONS:

Knowledge of college and university policies and procedures, letter styles/formats, filing systems, word processing, university/state travel procedures, software applications including Windows, Microsoft Office products, Banner, Zoom, Google, and others that are used within the University and the Ed.D. Program.

PREFERRED QUALIFICATIONS:

Some college plus 4 years of experience.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 20% - Administrative & Departmental Operations Provide high-level administrative support to the Department Chair and faculty, including calendar management, correspondence, meeting coordination, and document preparation. Serve as the primary point of contact for departmental communications (email, phone, visitors, and general inquiries). Coordinate department meetings, retreats, events, workshops, faculty searches, and guest speakers. Maintain accurate and organized departmental records, files, and documentation. Support department initiatives, projects, and strategic priorities as assigned. - (Essential)
• 30% - Academic & Student Support Serve as a resource for undergraduate and graduate students regarding program requirements, policies, procedures, and deadlines. Assist with course scheduling, room coordination, and course setup. Process academic forms related to advising, registration, internships, research milestones, graduation, and appeals. Support admissions processes by tracking applications, communicating with applicants, and maintaining student records. - (Essential)
• 30% - Oversight of Doctoral Programs Manage databases for EdD and EdS student demographic, advising, program, and compliance data. Develop and maintain systems for tracking doctoral student progress and compliance with program policies. Maintain accurate current and archived doctoral program records in accordance with institutional policies. Stay current on doctoral program policies, procedures, and student/course requirements. Serve as Recording Secretary for the Doctoral Oversight Committee, including scheduling meetings and managing logistics. Prepare and distribute agendas and official minutes. Manage electronic balloting and vote-tallying processes. Submit student requests (milestones, appeals, extensions, graduation documentation) for committee review. Communicate committee decisions to students, faculty, and relevant offices (Director’s Office, Graduate Studies, Registrar). Coordinate dissertation committee formation by maintaining faculty lists, reviewing committee requests, and presenting approvals to the committee. Serve as liaison with the School of Education Advising to support accurate registration and scheduling. Develop annual projections for the dissertation committee needs to support program planning. - (Essential)
• 10% - Fiscal & Human Resources Support Assist with departmental budget processes, purchasing, travel authorizations, reimbursements, and financial tracking in accordance with university procedures. Process hiring paperwork and onboarding for adjunct faculty, graduate assistants, and student employees. Maintain records related to faculty workload, credentials, and evaluations as requested. - (Essential)
• 10% - Technology & Systems Support Util