Administrative Specialist

Position Title:

Administrative Specialist

Salary Range:

Grade 11, non-exempt, $25.31 - $31.64 per hour.
This range reflects the minimum to midpoint of the grade. Wage may exceed the midpoint and will be 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 suc