Administrative Specialist 120050

POSITION DETAILS

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

Position Number:  120050
Classification Title:  Administrative Specialist
Working Title:  Administrative Specialist

Department:  Business Deans Office
FLSA Status:  Non-Exempt
Salary Range:  $46,000 - $55,200
Pay Basis:  Annually

POSITION OVERVIEW

JOB SUMMARY:

The Administrative Specialist reports to the Lewis Bear Jr. College of Business (LBJCOB), Business Manager and supports the college's hiring and separation processes, utilizing the university's hiring and separation policies and procedures. Responsibilities include assisting the Business Manager with new job description entry, job description updates, faculty and staff searches, uses high-level communication skills to perform the new hire process for faculty and staff. Makes recommendations for streamlining college processes. Prepares and maintains personnel files (electronically and hard copy as needed) ensuring security of these files. Assists with staff and student effort recap forms as needed. Some financial duties such as reconciling ledgers or work on special projects are also required, as time allows. Assists the Dean(s) and answers the phone when other Dean's office employees are on leave.

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:

The ability to multi-task and prioritize well. The ability to work independently and as part of a team, to be well organized and detailed oriented are required. High-level verbal and written communication skills; problem solving abilities; planning and scheduling skills. Excellent customer service skills. The ability to represent the Dean's office in a polished and professional manner.

PREFERRED QUALIFICATIONS:

Experience with PageUp and some Human Resources experience is preferred but not required.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 35% - This employee works closely with the college's Business Manager to support the college's and university's hiring and separation processes. This position will submit new job descriptions, job description updates and job postings in PageUp for all LBJCOB offices and departments. Ensures any required approval memos and outside ads are attached to the submissions. Includes notes to submissions as required. Ensures that Chair/Director and Dean approvals have been received and the Business Manager has reviewed each submission before any job descriptions or job postings are sent to the Chairs/Directors, Dean, Provost's office and HR for further approvals/processing. Submits annual PageUp updates for adjunct job postings for each academic department after obtaining Chair and Dean approvals. Assists with Separation Clearance forms and the preparation of Personnel Action Forms for retirements and resignations. Files retirement and resignation notices in the employee's personnel file. Interprets applicable university policies and procedures and develops processes to ensure compliance. Makes recommendations for streamlining college processes and procedures. - (Essential)
• 25% - Updates the LBJCOB's list of search steps as needed and sends to the Chairs and Administrative Specialists at the beginning of each search. Works with Advisory Teams and Search Committees to gather and upload required documents such as interview questions, strength and weakness rubrics, ad invoices, ad proofs, meeting minutes, public meeting notices, and any other required search materials at the end of each search. Reminds search committee/advisory team Chairs to change the statuses of each applicant at the end of each search. Reminds departmental Administrative Specialists and Office Managers to email the ITS Disrep to get a quote on a new computer system for each new hire. - (Essential)
• 25% - Uses the Business Manager's checklist and standard emails to complete the new hire process. Sends emails to obtain official transcripts, letters of recommendation, work reference check forms and sends to HR Backgrounds. Changes the finalist's status and uploads offer letters to the finalist's application in PageUp after