Administrative Specialist

Husson University
Maine, United States
Salary Not specified
Posted date
Oct 19, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration
Employment Level
Employment Type
Full Time
The Administrative Specialist for the Division of Online and Distance Education at Husson University will be responsible for organizing and coordinating the daily running and procedures of the Online and Distance Education offices in order to ensure organizational effectiveness. The Administrative Specialist is responsible for streamlining administrative procedures, budget management, orders, mailings, visitors, vendors, all contracts, POs and facilities. Responsible for arranging internal meetings, minutes, and agendas. Requires an energetic professional who does not mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people and changing tasks. The Administrative Specialist performs a wide range of administrative duties including but not limited to: preparing reports, spreadsheets, databases and correspondence; handling information requests; planning meetings, providing purchasing support; organizing events; taking meeting minutes; and fulfilling employment administration requirements. Essential duties require working with both public and confidential information and the ability to discern between them. The Administrative Specialist is responsible for proactively managing complex schedules, projects, expense reporting requiring prioritization and re-prioritization of commitments and projects as necessary. The capacity to manage workflow and create efficient operating procedures for the Online Division, coordinate projects, draft and edit documents, and maintain office supplies and equipment is essential to the position. A successful Administrative Specialist will be a team player with extensive knowledge of current office technology, familiarity with long range planning, experience with office management, and a flexible and hospitable attitude.· The Administrative Specialist performs a range of administrative support duties ranging from general clerical tasks to complex organizational coordination. · Handle all administrative details for the Online and Distance Education Division including managing calendars and meetings. · Explain policies, answer questions, and resolve problems whenever feasible. · Assist with the adjunct hiring process and other duties associated in coordination with other offices at the University. · Take and distribute minutes for the Division of Online and Distance Education meetings as well as other meetings as assigned. · Manage and maintain Division's office equipment; notify appropriate University offices for repairs, cleaning, and/or replacement. · Create and maintain spreadsheets to support the online academic unit, and the enrollment team. · Meet reception duties including but not limited to answering phones, greeting visitors and students, and coordinating room reservations for meetings and events. · Support purchasing requirements, researching items and obtaining price quotes, entering information into university systems, managing purchase orders and requests for reimbursement. · Support the Online Academic team by working to manage online adjuncts, course offerings, textbook management, and faculty support as needed. · Create and maintain electronic files on faculty and adjuncts. · Enter, track, and collate curriculum and course changes through the collaborative University process. · This position opens and closes the office and must have the ability to work in a fast-paced environment, and to deal with stressors with professionalism and good humor.

Perform other duties as required.


  • Associate degree or equivalent; bachelor's degree preferred with an appreciation for professional and online education experience.
  • 1-3 years' experience in an office or administrative support position.
Knowledge, Skills and/or Abilities:

  • This position requires intermediate to advanced-level proficiency in the use of standard desktop applications (including the Google suite), and the ability to produce documents and presentations of all kinds using word processing, spreadsheet, and presentation software tools. Professional writing skills a plus.
  • Demonstrates the highest professional demeanor and ethical behavior while representing the institution.
  • Ability to work independently as well as establish and maintain collegial relations with other University staff, faculty and students.
  • Ability to work collaboratively as a member of a close and integrated team of Online professionals.
  • Excellent written and oral communication skills.
  • A collaborative and transparent approach to problem-solving.
  • Ability to plan and organize projects related to Husson University's Online Division goals.


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