About this role
Job title: Administrative Specialist
About the Role The position provides high-level administrative support in a university department, operating with a broad degree of autonomy. It requires extensive knowledge of administrative policies and procedures, the ability to interpret and apply them to various situations, and may involve supervising student office staff.
What You'll Do
- Autonomously perform non-routine administrative tasks and formulate decisions involving policy interpretation to resolve problems and prepare correspondence and reports.
- Facilitate office operations, assist with budget development and monitoring, prepare budget justifications, monitor spending, and maintain fiscal records; process transfers as needed.
- Review and summarize fiscal, operational, and personnel reports; participate in committees; assist in personnel functions such as screening job applicants and conducting interviews.
- Process academic overrides with direction; compile new hire paperwork and employee records for part-time faculty and other employment groups; oversee office workflows.
- Serve as lead worker for lower-level personnel; supervise student office support staff and coordinate their training and evaluation.
- Manage communications in the office, respond to inquiries, relay decisions, represent the administrator at meetings and conferences, and handle public-facing information and events as directed.
- Provide routine secretarial support: draft simple correspondence, maintain files, schedule meetings, set up office procedures, and coordinate daily workflow.
What We're Looking For
- Extensive knowledge of administrative policies and procedures with the ability to interpret and apply them as needed.
- Experience in budgeting, monitoring funds, making transfers, and maintaining fiscal records.
- Experience with personnel processes including screening applicants and maintaining employee records.
- Ability to supervise and train student staff and coordinate work activities.
- Strong written and oral communication skills; ability to prepare reports and explain programs.
- Ability to work with academic and business unit leadership and to manage multiple tasks and deadlines.
- Proficiency with standard office software and data gathering.