Administrative Specialist

Position Overview

The administrative specialist is responsible for providing administrative and clerical support.  The administrative specialist role requires a high level of confidentiality and professional conduct.  The position also requires tact, prompt responses to constituent calls and email, and protocol.  Under the general supervision of the Vice President for Academic Affairs and with an understanding of the university, including its priorities and expectations, the administrative specialist is responsible for the synthesis of information for the Assistant Vice President for Institutional Research and Effectiveness and the Dean of Faculty and Student Academic Support Services. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities of this position include the following and other duties may be assigned:

• Act as the Office of Academic Affairs ombudsman by greeting visitors and answering phone calls.  Direct visitors and callers to appropriate area or person.
• Screen incoming calls, and respond independently when appropriate for the Vice President for Academic Affairs, Assistant Vice President for Institutional Research and Effectiveness and the Dean of Faculty and Student Academic Support Services. 
• Provide administrative support to the Assistant Vice President for Institutional Research and Effectiveness and the Dean of Faculty and Student Academic Support Services. 
• Read, date stamp, and route incoming mail and locate, and attach appropriate file to correspondence to be answered. Prepare outgoing mail and correspondence, including e-mail and faxes.
• Maintain and file documents and records for the Office of Academic Affairs.
• Organize and maintain a filing system of documents and records for the Office of Academic Affairs and file correspondence and other records. 

            Compose, handle, and make copies of correspondence or other printed materials and type routine correspondence.

• Schedule meetings and arrange conference calls.
• Order and maintain supplies and arrange for equipment maintenance.
• Manage the Academic Affairs email account.
• Manage the Academic Affairs Twitter account.
• Perform other duties as assigned by the Vice President for Academic Affairs, Assistant Vice President for Institutional Research and Effectiveness, and the Dean of Faculty and Student Academic Support Services.

SUPERVISORY RESPONSIBILITIES

Work study students as 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.

• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and other MS functions.
• Proficiency with Google Drive and Google files.
• Proficiency with Adobe Sign and PDFs.
• Proficiency with social media, Twitter, in particular.
• Demonstrated ability to exercise good judgment and discretion in handling sensitive and confidential information.
• Excellence communication and interpersonal skills to effectively deal with diverse groups and individuals at various levels within the organization and the public.

EDUCATION and/or EXPERIENCE

A bachelor's degree (B.A. or B.S.) from four-year college or university required. At least 1-2 years of previous experience as an administrative assistant or similar position is required. Previous experience working in a higher education or secondary education office environment preferred.  Familiarity with higher education structures, governance practices, and budgeting processes acceptable.

 LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Ability to write routine reports and correspondence. Ability to speak effectively.

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

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

Note:  This position will require lifting and moving boxes, files, and other office materials; must be able to lift/move boxes and files weighing a maximum of 25 pounds.

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.

WORK ENVIRONMENT

The work environment characteristics 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.