Administrative Specialist

Position Title: Administrative Specialist   Location: Big Rapids (Main Campus)   Department:

70400 - Univ Marketing

  Advertised Salary: $22.97 per hour. Hourly rate pursuant to the FSU and CTA/MEA-NEA Agreement.   Benefits:

Comprehensive benefit package (health care, vacation, etc.). Please see the following link for a list of benefits offered with this position.

Clerical Tech Association (CTA)

  FLSA: Non-Exempt   Temporary/Continuing:  Continuing   Part-Time/Full-Time: Full-Time   Union Group: Clerical-Technical Association (MEA-NEA)   Term of Position: 12 Month   At Will/Just Cause: Just Cause   Summary of Position: The administrative specialist supports the work of the the Associate Vice President for Marketing and Communications and serves as a key point of contact for the Marketing & Communications Team. In addition to these supports, daily responsibilities include operations such as reporting, departmental budgeting, utilizing Concur, managing travel, and being a faculty liaison.

Position requires a significant degree of decision-making and independent action. Interact with tact and diplomacy with the campus community, vendors, members of the media, community members and other University constituents. Position reports to the Associate Vice President for Marketing & Communications.   Position Type: Staff   Required Education: Bachelor’s degree. The requirements listed are representative of the knowledge, skill, and/or ability required. Any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities may be considered. Equivalency for education is two years of full-time related work experience equals one year of education.   Required Work Experience: Three years of relevant administrative assistant work experience at the leadership level.   Required Licenses and Certifications:     Physical Demands:

• Office Environment
• Bending
• Carrying
• Moving
• Reaching
• Sitting
• Twisting
• Balancing
• Pulling/Pushing
• Repetitive movement
• Standing

  Additional Education/Experiences to be Considered:     Essential Duties/Responsibilities: Administrative Support & Executive Operations
• Manage the AVP’s time with strategic calendar control, travel logistics, and meeting prep.
• Filter and route high-volume communications with judgment and clarity.
• Draft, edit, and manage correspondence and internal documents.
• Join critical meetings to take notes, follow up, and ensure accountability.
• Work some nights and weekends.
• Manage operational functions such as billing, Concur travel expense processing, departmental budgets and record keeping.
• Assists with planning and execution of events, such as partner meetings and professional; development meetings for staff.
• Supervise and train student employees as assigned.
• Cultivate an environment of belonging that values, respects, supports, and celebrates individual similarities and differences, allowing students, faculty and staff to thrive authentically.
• Support, promote, and develop university student enrollment and retention initiatives.
• Any other duties assigned within the position classification area.   Marginal Duties/Responsibilities: Participates in university committees, task forces and working groups as assigned.
Contributes to process improvements initiatives within the unit and division.   Skills and Abilities: Information Flow and Prioritization
• Anticipate needs before they arise — calendar conflicts, deliverable deadlines, missed handoffs.
• Create systems to track key priorities, meeting outputs, and action items.
• Act as the AVP’s air traffic control — protecting focus while keeping the business moving.

Execution and Administrative Excellence
• Handle complex travel, hospitality, and personal logistics with concierge-level precision.
• Maintain confidentiality at all times — no exceptions.
• Operate with speed, accuracy, and a mindset of service and problem-solving.
• A master of logistics, prioritization, and time management.
• Emotionally intelligent, tactful, and unflappable under pressure.
• A clear, concise communicator — both written and verbal.
• Tech-savvy and proficient in Microsoft 365 and modern productivity tools.
• Strong documentation skills.