Administrative Specialist

Job Summary

Provides executive administrative support to leadership (i.e., Assoc./Asst. Vice President, Assoc./Asst. Vice Provost, or business unit Chief) handling a wide variety of responsibilities involving administrative functions of the office. Manages the calendar, meetings, travel, correspondence, and budget.

• Associate’s degree in business or a related field of study and five (5) years of experience providing high-level administrative support OR seven (7) years of an equivalent combination of education and experience.

• Knowledge of the University’s policies and procedures.
• Knowledge of People Soft.

• Relieves leaders of a wide variety of administrative responsibilities and tasks which require a thorough understanding of the policies and procedures of the University. Responsibilities may consist of, but not limited to, managing calendars, arranging meetings, coordinating travel arrangements and expense reimbursements, submitting documents related to employee actions, timekeeping, etc.
• Provides assistance with financial and budget matters to include, but not limited to, the facilitation of departmental purchases, confirming fund availability, reviewing account balances, and creating requisitions. Perform monthly and annual reconciliation of cost centers and Procard activity; resolve discrepancies.
• Manages inquiries directed to the leader; determines the proper course of action and collaborates with the appropriate individual(s) to formulate the responses.
• Composes complex correspondence/memorandums and proofreads documents. Handles confidential and sensitive information as appropriate.
• May develop and prepare presentations and reports; advises others of the leader’s views on policies or issues, using judgment and discretion.
• Performs other duties as assigned.