Administrative Support Specialist

Department

Political Science & Public Administration, Chair

Compensation

$16.41 Hourly

 

General Description / Primary Purpose:

Responsible for the administration of programs in the Department of Political Science and Public Administration by providing guidance and information regarding administrative procedures related to program policies, procedures, and services. This role involves processing and analyzing data relevant to program administration, developing policies and procedures in compliance with federal, state, and local regulations, and managing departmental program budgets. The position also compiles and reconciles fiscal data, monitors program accounts, and produces both routine and highly confidential correspondence or documents.

Public Service Leadership Program (50%)

• Coordinate all aspects of the Public Service Leadership Program (PSLP), a high-profile initiative involving national and international stakeholders.

• Plan and execute complex travel and engagement logistics for student delegations visiting Washington, D.C. each semester, including:

• Securing meetings and tours with federal agencies and dignitaries such as the White House, State Department, CIA, Pentagon, Defense Department, Embassies, and Congressional Offices.

• Coordinating with international non-profits and other high-level organizations.

• Managing group travel authorizations, lodging, and transportation.

• Processing reimbursements and ensuring compliance with university and federal travel policies.

• Handle sensitive personal data (e.g., Social Security numbers) for group security clearances and access to restricted facilities.

• Serve as the primary liaison between the department and external partners, ensuring professional communication and timely follow-up.

• Provide administrative and logistical support to other departmental programs (e.g., MAIA, MPA, Internships) as needed.

• Perform general clerical and operational tasks to support departmental efficiency.

Pre-Law Program (25%)

• Lead the planning and coordination of Pre-Law program activities, including:

• Organizing legal clinics in collaboration with community partners and legal professionals.

• Scheduling and promoting workshops, speaker events, and student engagement sessions.

• Maintain and update the program’s digital presence:

• Oversee website content and design.

• Create promotional materials and graphics for events and outreach.

• Compile, analyze, and report program data for internal use and external compliance reporting.

• Manage marketing and advertising efforts to increase program visibility and student participation.

• Provide general administrative support, including correspondence, scheduling, and recordkeeping.

• Occasionally travel and work outside of standard business hours (5–6 days per year, including weekends) to support events and outreach.

Departmental Support (25%)

• Assist with administrative operations across departmental programs, including:

  • Master of Arts in International Affairs (MAIA)

  • Master of Public Administration (MPA)

  • Internship coordination and student placement

• Support faculty and staff with scheduling, communications, and event planning.

• Maintain organized records and ensure timely submission of reports and documentation.

• Serve as a resource for students, faculty, and external partners seeking information about departmental programs and services.

Marginal Functions

• Maintain confidential records, including:

  • Student enrollment data

  • LSAT scores

• Safeguard other sensitive information necessary for program operations

• During declared campus emergencies, the incumbent may be required to perform specific job-related duties at a designated off-campus location or place of residence.

Supervision Exercised:

Student/OPS/Federal Work Study Assistants

Supervision Received:

Regular supervision from the Public Service Leadership Program Director and Pre-Law Director. The incumbent performs routine assignments independently and only unusual problems which may require exceptions to procedures are referred to the Department Chair.

Level of Public Contact:

Provide one-on-one assistance to the public in person, over the telephone, and through email or other written correspondence. Communicates with both internal and external stakeholders regarding the operation on