Administrative Specialist

Administrative Specialist

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Position Information

Job Title
- Administrative Specialist

Working Title
- Administrative Specialist

Position Type
- Staff

Department
- Grants and Contracts

Posting Number -

Full or Part Time
- Full Time

Benefit Eligible
- Yes

Tenure/Non-Tenure Track
- Non-Tenure Track

Salary Basis - 12 month

Position Summary Information

Responsibilities
- Administrative Support:

Serve as the primary point of contact for all departmental inquiries and correspondence.

Maintain calendars, schedule meetings, and coordinate events and workshops across all three units.

Prepare agendas, meeting minutes, memos, and official correspondence.

Organize and maintain digital and physical filing systems for each department.

Program Coordination:

Support the planning and execution of academic development events, cultural programs, and grant-funded initiatives.

Assist with logistics for internal and external programming, including room reservations, catering, technology setup, and travel arrangements.

Track project timelines, deliverables, and reporting requirements.

Fiscal and Grant Support:

Process purchase requests, reimbursements, and budget tracking in accordance with university policies.

Assist with grant budget monitoring, data collection, and financial reporting documentation.

Coordinate invoicing and vendor communications related to programmatic needs.

Communications and Outreach:

Manage content updates for departmental websites and social media platforms.

Draft newsletters, promotional materials, and stakeholder communications.

Serve as liaison between departments and internal/external partners.

Data and Records Management:

Collect and organize data for departmental reports and grant applications.

Maintain up-to-date databases of program participants, stakeholders, and funding records.

Qualifications
- See Below

Salary
- Commensurate with experience, qualifications, and university's resources.

Minimum Qualifications

- Required:

Bachelor's degree in business administration, education, communications, or a related field.

Minimum of 2 years of administrative or project coordination experience.

Excellent written and verbal communication skills.

Strong organizational skills with the ability to manage multiple tasks and deadlines.

Proficiency in Microsoft Word, and advanced experience in Excel

Preferred Qualifications
- Preferred:

Experience in higher education or non-profit administration.

Familiarity with grant administration and compliance, especially complex budgets

Knowledge of regional culture, education, and institutional development.