SUMMARY

The Administrative Specialist supports the dean and staff of the University College. The Administrative Specialist plays a critical role and linkage between the University College dean and vice president for academic affairs, deans, chairs, coordinators, faculty, and administrative offices regarding a multitude of activities and programs that support the university college’s mission in particular and the university’s mission in general. The role is responsible for the synthesis of information for the University College dean and staff and multiple audiences.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following and other duties that may be assigned:

• Manage the dean’s calendar and independently schedules appointments;
• Screen incoming calls and correspondence and responds independently when possible;
• Relay and resolve routine telephone calls, messages, and/or walk-up inquiries;
• Develop and maintain a filing and inventory system;
• Update and maintain office policies and procedures;
• Provide general support to visitors;
• Prepare memoranda outlining and explaining administrative responsibilities to supervisory workers in the college and monitor compliance. This includes projects, deadlines, and other follow-up matters as assigned;
• Manage the college’s budget by ensuring funds are available for use and preparing necessary budget transfers when necessary;
• Arrange programs, events, or conferences by arranging for facilities and catering needs, issuing information and invitations, coordinating speakers, and controlling the event budget;
• Arrange complex and detailed travel plans and itineraries, compiles documents for travel-related meetings;
• Prepare meeting agenda, minutes, correspondence, reports, and other documents
• Manage executive correspondence and email to University College stakeholders and other constituencies;
• Aid in the creation of PowerPoints, flyers, and other University College presentation materials;
• Manage agendas and meeting minutes related to staff meetings, advisory committee meetings, etc.;
• Partner with the Office of Human Resources on hiring procedures for vacant positions in within University College;
• Handle miscellaneous, confidential high-level projects on behalf of the dean from inception to completion;
• Use Microsoft Office, Google Drive, Canvas, and other technology;
• Work some nights and weekends.
• Perform other duties as assigned by the dean.

SUPERVISORY RESPONSIBILITIES

Work-study students, if assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor's degree (B.A. or B.S.) from a four-year college or university required; Previous experience as an administrative assistant or similar position preferred. Familiarity with higher education structures, governance practices, and budgeting processes is preferred.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

SPECIAL REQUIREMENTS

Employees must maintain confidentiality in all work performed. Must be flexible in work schedule. Must be willing to work evenings or weekends for special events, report preparation or proposal deadlines.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DECISION-MAKING

Must be able to make decisions based on an understanding of and commitment to institutional mission and priorities.

RESEARCH SKILLS

Strong research skills and ability to apply collect information to the development and revision of policies and practices.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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