Position Title:

Administrative Specialist - Education Solutions

Salary Range:

Administrative Specialist - Education Solutions, Grade 4, non-exempt, $25.41 - $33.03 per hour, commensurate with experience.

Job Description Summary:

The Administrative Specialist facilitates the efficient operation of the assigned department by performing various clerical and administrative tasks.

Job Description:

Essential Duties and Responsibilities  

1. Provides administrative support to the assigned department.  

• Provides clerical support by triaging incoming communications and facilitates response or action needed.  
• Prepares agendas, attends and records meeting notes, and distributes. 
• Completes required request forms- including but not limited to purchase orders, travel requests, legal requests, IT requests, and marketing materials requests.  
• Schedules travel and conference registrations as assigned. 

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2. Works closely with the assigned Supervisor to ensure department needs are met. 

• Creates communications, letters, flyers, and other documents as directed. 
• Applies knowledge of standard Sourcewell formats, terminology and citations, business English, grammar, punctuation, and spelling.  
• Creates and maintains filing systems, spreadsheets, and protocols to increase departmental efficiencies. 
• Assists in process improvement, automation initiatives, and technology upgrades and implementation.  
• Researches and compiles information and/or completes compliance reporting as directed.  
• Assists with CRM data, including data entry and generating reports. 
• Prepares contracts and forwards them to the appropriate team for review prior to execution, completes revisions, additions, or corrections as recommended. 
• Compiles, prepares, and processes invoices as directed. 
• Supports logistical coordination, including managing orders and coordinating delivery of supplies.  
• Ensures inventory of collateral marketing pieces is available. 
• Assists with maintaining the SharePoint site, including updating the news feed, calendar, and file naming conventions, ensuring the integrity of all data and that updates are made in a timely manner. 
• Assists with various special projects.

  

3. Provides meeting and event support 

• Coordinates scheduling and calendars for workshops, meetings, and events. 
• Coordinates facility use for internal and external meetings and events and resolves conflicts through collaboration with meeting organizers.  
• Coordinates site, catering/refreshments, technology needs, set up, and clean up.  
• Collaborates on logistics with additional departments and teams as needed.  
• Assists with registration management, including creating events, managing registrations and evaluations, generating reports, and sending communications. 
• Assists with preparing tools, resources, and materials. 
• Greets presenters and event attendees and facilitates event sign-ins. 

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4. Provides calendar management 

• Organizes and maintains appointments, schedules, and calendars with internal and external stakeholders.  
• Prioritizes inquiries and requests while troubleshooting conflicts. 
• Anticipates scheduling needs and suggests a resolution. 

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5. Other duties such as- photocopying, faxing, filing, printing, mailing, and scanning. 

6. Collaborates with other support staff as time allows.  

7. Serves as backup to other support staff on leave.