Office​/Admin Service Supervisor - Dept of Education

Office Admin Service Supervisor - Dept of Education

This is a 12-month, full time continuing Civil Service staff position.

Job Code 7208S1 Office Admin Service Supervisor

This position is integral to the administrative infrastructure of the Department of Education within the College of Education and Human Service Professions. It provides essential operational support to academic programs and faculty, ensuring the effective delivery of services that support student success. The role oversees departmental budgets, faculty workloads, and program scheduling to ensure efficient and effective operations. This role is in-person.

This position serves as a key advisor to the Department Head and a diverse faculty, providing expertise across all essential functions outlined in this position description. The role requires the ability to analyze and integrate data from multiple sources, apply comprehensive knowledge of the department's complex operations, and support informed decision-making. Success in this position depends on exercising sound independent judgment with minimal direction, maintaining professionalism in high-pressure situations, and demonstrating exceptional coordination and high level problem solving skills to ensure the timely and accurate completion of critical departmental functions.

The key duties and responsibilities of this position are outlined below.

• Maintain, monitor, resolve and reconcile departmental budgets;
• Prepare monthly summary balance statements for all departmental accounts, including SE&E, faculty start-up funds, faculty grants, travel grants, technology grants, undergraduate research grants, Chancellor’s Small Grants, Grant-in-Aid, research grants, and sponsored projects;
• Reconcile monthly procurement card (P-card) transactions;
• Review biweekly payroll reports for accuracy and compliance;
• Submit TDX tickets for new vendors, check requests, and requisitions;
• Process travel and expense reports, as well as student UROP payments;
• Receive and verify purchases within the Enterprise Financial System (EFS);
• Collaborate directly with the collegiate administrative manager on financial and payroll matters;
• Authorize discretionary Departmental spending on supplies and minor equipment.

• Collaborate with the department head, associate dean, and administrative manager to prepare the annual course access request;
• Coordinate with Office of Accreditation, Licensure, & Field Experience to ensure requirements for accreditation-related Teacher Qualifications are aligned with workload assignments
• Consult with Program Coordinators across multiple programs on course offerings: assemble information, cross-reference courses across all programs checking faculty, course times/days and room assignments for overlap.
• Generate reports and projections for the department head regarding the number of tenured, tenure-track, and term faculty positions required to support academic programs;
• Monitor, track and enter faculty workload to ensure appropriate distribution and compliance;
• Schedule courses and submit classroom requests through People Soft HRMS;
• Serve as the primary liaison to the Registrar’s Office.
• Collaborate with the Department Head on annual faculty workload assignments and identify new hiring requirements in alignment with PELSB guidelines.
• Support the Department Head with course and program proposals by ensuring proper formatting and routing procedures are followed.

• Provide administrative support to faculty search committees throughout the hiring process;
• Coordinate and process new hire documentation for faculty, staff, and student employees, ensuring timely support of the hiring process and compliance with institutional policies and established procedures;
• Provide assistance with Memoranda of Understanding (MOUs) for workstudy and community programs, such as America Reads and Counts;
• Prepare and compile required documentation for entry into People Soft HRMS;

• Direct the hiring process for departmental support personnel and facilitate their training once employed;
• Manage employee performance,…