Administrative Specialist

Job title: Administrative Specialist

About the Role The position supports an administrator's office with a mix of routine and non-routine administrative tasks, requiring extensive knowledge of policies, procedures, and clerical functions. It includes independent decision-making, budget and personnel support, and supervision of student staff to ensure efficient operation of the unit.

What You'll Do

• Autonomously perform non-routine administrative tasks and formulate decisions involving interpretation of policies and procedures to resolve problems and prepare correspondence and reports.
• Facilitate office operations, including office automation, responding to correspondence, gathering data for budgets, monitoring spending and budgets, approving transfers, and assisting with budget justifications; process bills/invoices and purchase supplies; maintain fiscal and personnel records.
• Perform personnel functions such as screening job applicants and/or participating in interviews; coordinate scheduling of conferences and events; organize committees; supervise student office support staff; process new hire paperwork and information for employee records for various employment groups.
• Relieve supervisor of routine duties, provide technical information to aid decision making, transmit decisions, represent administrator at meetings, and serve as liaison between administrator and subordinates.
• Prepare drafts and simple correspondence, research responses, compile data and statistics, set up office procedures, supervise daily workflow, and coordinate travel arrangements; handle mail, screening, greeting visitors, and other routine clerical tasks.

What We're Looking For

• Strong knowledge of administrative policies and procedures, clerical functions, and office programs; ability to interpret policies and apply them to varied situations.
• Experience with budget monitoring, financial records, and procurement systems; ability to process invoices, purchases, and transfers.
• Experience in staff supervision, particularly of student workers; ability to lead, train, and evaluate lower-level personnel.
• Excellent written and oral communication skills; able to explain programs and services and act as liaison between administrator and staff.
• Ability to manage multiple tasks, conduct data analysis, prepare reports, and contribute to developing new procedures related to program policy.