Administrative Specialist

Position Summary

The Administrative Specialist II ("ASII") position is an integral part of the administrative team of the Dean’s Office. The role interacts with university and college administration, alumni, donors, faculty, students, and the business community. It requires clear and professional communication in person, by phone and in writing, strong interpersonal skills, and the ability to work well within the college, university, and outside community.

Flexibility to changing work duties and a self‑starter attitude are essential. Strong writing, content creation, business letter composition, note taking and minute taking, critical summary, proofreading, organization, web research, and time management skills are required. The role handles interruptions while remaining organized, focused, and maintaining high confidentiality.

• High school diploma or equivalent

• Advanced Microsoft Word proficiency – spell/grammar check, mail merges, create/modify styles, tables, insert images and objects, manipulate file formats.
• Advanced Microsoft Excel proficiency – use of formulas, multiple sheets in workbooks, formatting.
• Advanced Microsoft PowerPoint proficiency – creation of slides containing text and graphics.
• Advanced Microsoft Outlook proficiency – calendar entries, email merges, contacts.
• Mail merge with various data source formats to create customized letters, emails, labels, etc.

• Management of account for all office state and foundation purchases of supplies (invoices and charges), equipment, and services.
• Prepare and process departmental travel authorizations and reimbursements for the Dean.
• Prepare and process special events forms and processing of invoices for college-wide events.

Time commitment: 20%

• Communicate by telephone or in person with various dean’s office constituents including university and college administration, faculty, staff, alumni, and business community.
• Maintain records of communications between Dean’s Office and College’s top executive boards (CEO’s, donors, alumni), three executive college committees (Dean, Associate Deans, academic departments, program directors, and committee heads); occasionally attend meetings.
• Work closely with the Assistant to the Dean and Development and Alumni Relations Office to coordinate fundraising travel, events and correspondence.

Time commitment: 25%

• Attend to standard mail procedure, answer incoming phone calls for the College (large volume) and redirect as appropriate.
• Manage/order office supplies.
• Other projects as assigned by the Dean and the Assistant to the Dean, such as web research, assist with various College task forces related to strategic planning or college committees.
• Provide occasional administrative assistance to staff/faculty members within the Office of the Dean, as directed by the Dean or Office Manager.
• Work schedule to accommodate opening Dean’s Office by 7:55 a.m. daily Monday through Friday.
• Other duties as assigned by the Dean and/or Assistant to the Dean.

Time commitment: 20%

• Work with the Business Office, special events and Assistant to the Dean to organize the College’s Holiday Luncheon.
• Coordinate occasional professional working group lunches and other events.
• Work with Special Events to organize college-wide events (workshops, receptions, training sessions etc.).

Time commitment: 15%

• Speech editing requiring crucial attention to details;
• Content creation and proofing of printed materials for the College;
• Coordinate with the Office of Marketing and Communications, and the Office of Development and Alumni Relations: drafting and proofing of official correspondence and reports (to university administration, college administration, high-level business executives, donors, influential alumni);
• Assist Associate Deans and Assistant to the Dean as needed.

Time commitment: 10%

• Manage application process for the Terry Student of the Year – coordinate college-wide messaging for nominations; scheduling of interviews; communication with…