Administrative Specialist

Job Description - Administrative Specialist I (DED)

Job Description

Salary commensurate with experience and qualifications

SMU’s more than 12,000 diverse, high-achieving students come from all 50 states and over 80 countries to take advantage of the University’s small classes, meaningful research opportunities, leadership development, community service, international study and innovative programs.

SMU is data driven, and its powerful supercomputing ecosystem – paired with entrepreneurial drive – creates an unrivaled environment for the University to deliver research excellence.

Now in its second century of achievement, SMU is recognized for the ways it supports students, faculty and alumni as they become ethical, enterprising leaders in their professions and communities. SMU’s relationship with Dallas – the dynamic center of one of the nation’s fastest-growing regions – offers unique learning, research, social and career opportunities that provide a launch pad for global impact.

SMU is nonsectarian in its teaching and committed to academic freedom and open inquiry.

The SMU Department of Statistics and Data Science is a nationally recognized department with a strong record of producing outstanding, highly marketable graduates and contributing to cutting-edge research in statistics and data science. The department is also known for its collegial, supportive culture, where faculty and staff work collaboratively and value mutual support.

This role is an on-campus, in-person position.

The Department Administrator (DA) is responsible for marketing support for the Department of Statistics & Data Science and management of administrative tasks for faculty, staff and students. It includes daily marketing of departmental social media sites; daily update, review, and management of various departmental databases; support of doctoral and undergraduate programs; management and tracking of faculty and doctoral students; support of undergraduate advising;

and management of department and project budgets. The DA initiates financial transactions for the department and is responsible for the appropriateness and accuracy of those transactions and electronic record keeping. The job requires a self-motivated and detail-oriented person with strong technical ability for all aspects of marketing and administration. DA assures departmental compliance with University and College procedures and assists the Associate Director as needed.

Departmental marketing management:
Initiate and manage social media sites, reply to contacts, and maintain marketing efforts to increase the exposure of the departmental programs online; evaluate and optimize placement of web sites in searches; ensure that all department web sites are timely and accurate; report periodically to faculty.

Educational programs management:
Manage enrollment requests/permissions and course enrollment; manage proctoring for exams; process student petitions; assist with scheduling and room assignment; identify and assist teaching assistants, graders, and tutors; advise students on scheduling; organize graduate student orientation; manage book orders and acquire desk copies; other tasks as assigned.

Personnel management:
Manage all paperwork for faculty, staff and student hiring; manage recruitment visits; maintain files for recruitment and P&T reviews; process payroll forms; set up new employees in HR systems; maintain up-to-date database of graduate students, including exam completion, research and teaching assistantships, office occupancy, etc.; other tasks as assigned.

Financial management:
Manage faculty and student travel and expense reports; monitor and keep up-to-date records of all budgets; manage p-card reports; manage time entries for student workers; manage department and faculty dues and subscriptions; manage graduate student financial assistance, departmental awards and scholarships; maintain records of all invoices; report to chair.

People support:
Support the chair and the faculty in administrative aspects of teaching and…