Administrative Specialist III



Position Overview:

Performs general administrative and office support activities for a large college which may include multiple areas. Uses discretion to make judgments based on specific operating guidelines and policies. Ensures that departmental operations comply with organization policies and procedures. Participates in and contributes to special projects and programs as directed by the college dean. May track and prepare budget reports and maintain records and databases. May conduct specialized research, extract data from appropriate relational databases, create reports and spreadsheets, plan conferences or events, or provide purchasing and payroll support to the unit. May respond to and initiate inquiries, explain policies, and answer questions. Performs work under general supervision. Handles moderately complex issues and problems, and refers more complex issues to higher-level staff. Possesses solid working knowledge of subject matter. May supervise students.

Department Specific Essential Job Functions:

Plans and coordinates events initiated by the Dean's Office of the College of Liberal Arts including but not limited to: back-to-school and end-of-school events, development office events, recruitment events, and other special programs within the college. Provides Business Manager with costs of each event and does all purchasing related to each to each event. Assists Department Chairs/School Directors in planning and coordinating their special events as needed. Schedules reservations and maintains appropriate documentation of non-class events held within the Liberal Arts building including arrangements for the rental of the Lecture Hall and/or classrooms and receipts of fees along with the Budget Officer. Mains Building Access tracking chart of all activities and events in the College of Liberal Arts facilities, and notifies appropriate personnel of special needs for events. Responsible for forwarding documents pertaining to building use for weekend events to Physical Plant and Campus Security. Assists with the input and finalization of the class schedule. Prepares schedule for the college rooms in the Center for Transformative Learning building and Old North. Maintains a spreadsheet each semester that lists all classes held in the Liberal Arts building, the Communications building and the college rooms within the Center for Transformative Learning building and Old North. Greets, screens, and directs visitors to the appropriate personnel and ensures that telephones in the dean's office reception area are answered promptly. Serves as back up to other staff members in the dean's office and as back up to the Budget Officer, as needed. Serves as back up to the Building Captain for work order submission and to Custodial Services.

Job Level:

Scope & Impact: This position provides administrative or operational support for an organizational unit, team, and/or executive leadership. This role may also provide oversight for several junior-level clerical/administrative support, or manual labor employees, and/or may involve supporting more complex tasks such as independent analysis, research, calculating materials costs, or other such duties. The results of actions and decisions may have moderate to significant impact on multiple aspects of university operations.

Communication & Interaction : Routinely answers questions and provides information and data requested by individuals within or outside of an organizational unit. Uses diplomacy and communication skill to provide excellent customer service.

Effective Knowledge: Applies experience to solve problems using applied knowledge and experience.

Problem Solving & Judgement : Performs standardized tasks that are covered by systems, procedures and available supervision. Problems are easily recognized and are solved with prescribed solutions. Supervision is present to assign and review work, address exceptions, and answer questions.

Budget Authority: Compiles data for budget preparation. May provide input into budget development by identifying operational needs and requirements.

Policy & Procedure Authority: Primarily responsible for applying organizational policies and procedures and/or determining appropriate process to follow.

Reporting Relationships : In administrative roles, generally supports director or executive-level leaders, and may report to a senior level administrative professional (such as an assistant director, director, administrator, etc.). In manual labor roles, generally possesses and demonstrates an advanced level of expertise in field, where work supports the efforts of a director or executive-level leaders, and may report to a senior level professional.

Supervisory & Team Leadership Responsibilities : This role may delegate tasks and review the work quality of other support staff. The role does not have formal supervisory authority.

Qualifications

Qualifications Required:

Performs administrative or manual tasks. Typically requires general education or vocational training and 6+ years of relevant experience in chosen field or equivalent combination of education and experience.

Qualifications Preferred:

Excellent oral and written communication, interpersonal, human relations, public relations, and organizational skills. Computer proficiency preferably in Microsoft Office. Ability to work independently, handle multiple tasks simultaneously, and interact professionally with all segments of the University community. Ability to maintain confidentiality. Must be detail-oriented. Experience in the operation of microcomputers and software such as Microsoft Word, Excel, Adobe Acrobat and Banner.

Will this employee supervise others?

This position will supervise student workers.

Physical Demands:

Repetitive movement of hands and fingers - typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.