TES Administrative Support Specialist

Overview

The Office of the Vice President for University Outreach seeks a highly motivated Administrative Support Specialist who anticipates and supports the administrative, budget, purchasing, financial, human resources, and project needs of the Manager, Outreach Business Operations. The role supports VPUO’s transition to implementation of its strategic plan by helping manage daily business operations for the office and its reporting departments. Responsibilities include coordinating routine processes, ensuring compliance with university policies and procedures, and facilitating the timely completion of financial, HR, purchasing, event logistics and management, and other operational tasks.

Temporary Employment Services (TES), a unit of the Auburn University Department of Human Resources, is an in-house support center established to meet the temporary employment needs of the university. TES provides qualified and dedicated temporary employees in a wide variety of occupations to meet the staffing needs throughout the campus. Temporary employees are hired for a variety of reasons with the most common being:

• Assistance in the place of a regular employee who is absent for a specified period of time
• Additional assistance during periods of abnormal or peak workloads
• Assistance with special projects
• Seasonal work
• Emergencies

AU students are not eligible forTES.

Responsibilities Essential Responsibilities Administrative and Office Support

• Provide office coverage, welcome office guests, manage calls, and distribute mail.
• Provide direct administrative support to the Manager, Outreach Business Operations, including meeting and event preparation, correspondence, document management, and follow-up on assigned tasks.
• Prepare agendas, notes, reports, presentations, correspondence, and other materials for the Manager and related office initiatives.
• Coordinate travel arrangements, expense vouchers, mail distribution, telephone coverage, visitor reception, and other clerical and operational support.
• Respond to internal and external inquiries by providing information, researching issues, and referring complex matters to the appropriate staff member or office.

Financial, Purchasing, and Compliance Support

• Support financial and budget processes by preparing and tracking transactions and monitoring assigned accounts.
• Coordinate purchasing and payment activities, including purchasing card reconciliations, invoice processing and routing, budget transfers, expense documentation, vendor registration, professional services contracts, supply and promotional item orders, and inventory tracking.
• Review documents and transactions for completeness, accuracy, and compliance with university policies, procedures, and internal office processes before routing them for approval.

Records and Human Resources Support

• Gather, organize, and maintain records, reports, forms, spreadsheets, and databases related to finance, budgeting, purchasing, human resources, grants, events, and administrative operations.
• Maintain organized electronic and physical filing systems that support accurate recordkeeping, audit readiness, and efficient document retrieval.
• Assist with routine human resources processes, including EPAF preparation, onboarding, timekeeping, and related duties.
• Provide limited coordination or guidance to student workers or temporary clerical staff, as assigned.

Events, Projects, and Process Improvement

• Plan and coordinate logistics and administrative support for projects, meetings, development events, training sessions, and other office activities.
• Support special projects, process improvements, and organizational analysis that enhance the efficiency and effectiveness of Outreach business operations.

Qualifications

Minimum Qualifications

• High school diploma or equivalent, plus 4 years of relevant experience in administrative support, office operations, finance, budgeting, purchasing, human resources, or a related business function.

Substitution allowed for

Experience:

When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Expectations:

• Ability to understand, apply, and explain administrative policies, procedures, processes, and deadlines.
• Strong organizational skills, with the ability to balance multiple priorities, maintain accurate records, and meet deadlines.
• Strong written and verbal…