Administrative Specialist

The Administrative Specialist in Student Support Services will perform high level office support duties and provide program support for the grant. This position will report to the Program Director for Student Support Services.

The Administrative Specialist will perform a wide range of administrative duties including managing/tracking budgets and purchases, coordinating admissions processes, recordkeeping for grant compliance, preparing statistical reports and spreadsheets, preparing professional correspondence, reports and presentations, handling program information requests, help with planning conferences and meetings, providing purchasing and payroll support, tracking and ordering office supplies, fulfilling employment administration requirements, assisting with travel arrangements for team members, and maintaining team calendars and schedules. This position may also assign work to and/or supervise student employees and temporary (OPS) employees.

• Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations. Plan, prioritize and schedule meetings and appointments for staff and management. Make decisions on a daily basis regarding calendars.
• Perform specialized administrative duties required to support the grant, using discretion to make judgments based on operating guidelines. Tracking budget and expenses, support for admissions, support purchasing requirements for department, researching items and obtaining price quotes, entering information into university systems, requesting and receiving purchase orders from vendors as needed, and maintaining and submitting P-Card information and receipts as needed.
• Support human resource and payroll processes as a primary contact or backup for payroll preparation, appointment papers, and other requirements. Arrange and coordinate travel and travel reimbursement for staff. Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records.
• Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.) Explain policies, answer
  questions, and independently resolve problems whenever feasible. Perform other administrative duties as required to support the mission and function of the unit, such as helping with admissions process and maintaining websites, etc.
• Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content. Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts, provide support as needed to campus partners.
• Performs other duties as assigned.

Minimum Qualifications:

• This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications: 

• The preferred candidate will have a Bachelors degree. They should also have at least four years experience in an office or administrative support position and have professional experience working with Microsoft Office. The ideal candidate will also have experience with FinanceMart, Oracle HR, BANNER, and PowerBI systems.

 

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

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