Administrative Specialist

Job Summary

The Administrative Specialist oversees the day-to-day administrative operations of Adaptive Services. Supervises assigned support staff to fulfill administrative responsibilities of the department.

Job Description

Typical duties may include but are not limited to:

• Provides administrative support to include maintaining schedule/calendar, screening telephone communication, greeting and directing visitors, and dealing with administrative problems and inquiries.
• Completes transfers, reconciles expenditure transactions, maintains internal accounting records, and other transactional duties related to fiscal administration.
• Fulfills purchasing requirements for assigned area, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases.
• Establishes and maintains systems for administration of records for the area, including electronic files, records, and databases.
• Supports employment administration and human resources processes, serving as a point of contact with the central HR department. Administers appointment paperwork requirements for department employees. Fulfills administrative requirements for employment searches within area of responsibility.
• Tracks and audits department leave records and employee time sheets. Prepares and approves payroll certifications. Reviews and reconciles payroll registers and updates pay distribution.
• Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers.
• Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets.
• Prepares special spreadsheet reports and presentations as needed. May prepare brochures or update department web site content.
• Provides transactional maintenance of funds and accounts for a unit or department.

Other Duties:

• Other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and four years of full-time experience directly related to the job functions.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor's Degree from an accredited institution in an appropriate area of specialization.
• Work experience in a higher education setting.
• Experience with Ellucian Workday, Cognos, and Gulfline.

Knowledge, Skills & Abilities:

• Knowledge of general office procedures.
• Knowledge of generally accepted accounting procedures and principles.
• Excellent interpersonal, verbal and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects when numerous and competing demands are involved.
• Ability to operate personal computers with proficiency and learn new applications and systems.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to work successfully as both a member of a team and independently with minimal supervision.
• Ability to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
• Ability to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Ability to effectively manage the work of others by providing information, guidance, and motivation.
• Ability to interpret and apply laws, regulations, policies and procedures consistently.
• Ability to analyze and solve problems, draw valid conclusions, and/or develop appropriate alternatives where applicable.

Pay Grade 13