Administrative Support Specialist

Please note:

all position postings close at 12:00 A.M. CST on the position closing date

Administrative Support Specialist Working Title Administrative Support Specialist to the Dean Position #
A00209 Department College of Performing Arts & Social Sciences - HSU

Please note: All postings close at 12 A.M. CST on the closing date. This employer participates in E-Verify.

The Administrative Support Specialist is responsible for the day-to-day administrative operations and activities of the Dean's office and provides clerical, financial, payroll, hiring, communication, and operational support for the College. The Administrative Support Specialist coordinates a variety of functions to ensure efficient office operations while serving faculty, staff, students, and external partners and is responsible for maintain personnel records, performing budget and payroll duties, and maintaining inventories of equipment and supplies.

This position is governed by state and federal laws and institution policy.

• Coordinates hiring processes for Summer I & II, Fall, and Spring semester faculty, including adjuncts and full-time faculty.
• Processes payroll transactions, including EPAFs and Taleo documentation.
• Coordinates with Human Resources and university departments to complete hiring requirements and onboarding.
• Submits IT requests for new and existing employees, including email, software, and system access.
• Assists other departments with EPAF processing when additional support is needed.
• Maintains hiring records and monitors the status of approvals to ensure timely payroll processing.
• Provides guidance to faculty regarding hiring and payroll procedures.
• Other responsibilities as assigned.

• Maintains departmental spending logs and monitors available budget balances.
• Orders and purchases supplies for the College.
• Processes payment requisitions, quote requests, purchase order requests, and invoices for payment.
• Coordinates travel requests and reimbursement documentation.
• Maintains accurate financial records and purchasing documentation.
• Works closely with Procurement and Travel Services regarding purchasing and travel procedures.

• Coordinates communications among faculty, staff, and departments within the College.
• Maintains electronic filing systems and departmental records.
• Schedules meetings and reserves facilities.
• Coordinates catering and meeting logistics.
• Assists with advisory board meetings and prepares materials as needed.
• Assists with planning and coordinating summer camps and special events.
• Proctor’s examinations as assigned.
• Coordinates work order requests and building maintenance needs with appropriate campus departments.

• Assists students by providing information regarding academic programs, program requirements, previous course syllabi, and other college resources.
• Coordinates graduation application drop-off and pick-up processes.
• Responds to student, parent, faculty, and staff inquiries via phone, email, and in person.
• Directs individuals to the appropriate campus resources when necessary.
• Collects and processes annual faculty and adjunct documentation.
• Sends communications requesting course-related materials and required faculty information.

• Assists with marketing initiatives for departmental events and summer camps.
• Shares promotional content through social media platforms.
• Research and compiles contact information for local schools and organizations to support student recruitment efforts.
• Coordinates internal communications throughout the College.

• Serves as liaison with Human Resources, Procurement, Travel Services, Information Technology, and other university departments.
• Coordinates vendor paperwork and payment documentation for guest artists, consultants, and external reviewers.
• Works with program reviewers and representatives from other institutions regarding contractual and payment requirements.

• Initiates work orders for maintenance and…