Administrative Specialist III

Classification

Title:

Administrative Specialist III

Classification

Minimum Requirements:

Bachelor's degree and five years of appropriate experience or an equivalent combination of education and experience.

Job Description:

The Administrative Specialist III serves as the lead administrative position in the Department of Biology. The position coordinates day-to-day administrative operations, provides guidance on departmental and university processes, manages competing priorities, and supports the department's teaching, research, and service missions.

Human Resources and Personnel Administration

* Coordinates departmental human resources processes in collaboration with CLAS HR, shared services, and central university offices.

* Supports recruitment, onboarding, offboarding, appointment changes, position updates, and personnel documentation for faculty, staff, OPS employees, student employees, graduate assistants, postdoctoral associates, visiting appointments, courtesy appointments, and other employee groups.

* Assists with position descriptions, recruitment requests, offer letter requests, appointment materials, job postings, and related personnel actions.

* Tracks deadlines and ensures personnel actions and supporting documentation are completed, routed, and maintained appropriately.

* Provides guidance to faculty and supervisors regarding HR processes, documentation requirements, routing expectations, and college procedures.

* Maintains personnel files, recruitment materials, and other confidential HR records.

* Supports leave, timekeeping, employment eligibility, payroll documentation, and related personnel administration processes.

* Coordinates departmental onboarding and offboarding activities, including access, workspace, training information, equipment, and required follow-up.

Office Leadership and Administrative Operations

* Coordinates the department's day-to-day administrative operations and office workflows.

* Establishes priorities, monitors deadlines, distributes work, and follows up to ensure timely completion.

* Provides functional guidance and work direction to administrative staff, student assistants, OPS employees, and other support personnel.

* Serves as a primary departmental resource for office procedures, administrative workflows, and operational problem-solving.

* Reviews administrative processes and recommends improvements to increase consistency, efficiency, and service delivery.

* Interprets and applies university, college, and departmental policies and procedures.

* Coordinates office coverage, front office support, communications, scheduling, records, and general departmental support.

* Assists the Department Chair and departmental leadership with planning, documentation, coordination, and follow-up.

Academic, Faculty, and Departmental Support

* Coordinates administrative support for faculty affairs, teaching, graduate education, departmental governance, and college routing requirements.

* Supports faculty evaluations, promotion and tenure, sabbatical requests, awards, assignments, committee activities, and departmental reviews.

* Assists with academic scheduling, course-related administrative processes, and instructional support coordination.

* Provides administrative support for graduate program activities, student employment processes, seminars, events, and other academic functions.

* Coordinates communications, documentation, deadlines, and records associated with academic and faculty processes.

* Serves as a departmental resource for faculty and staff regarding academic administrative requirements.

Facilities, Space, Access, and Office Resources

* Coordinates departmental space, office assignments, keys, building access, and related records.

* Works with facilities, information technology, building management, and other university offices to address operational needs.

* Coordinates maintenance requests, equipment needs, office supplies, shared resources, and related follow-up.

* Supports departmental safety, security, emergency preparedness, and continuity-related administrative processes.

* Maintains records related to space, access, equipment, and departmental resources.

Reporting, Special Projects, and Process Improvement

* Prepares reports, summaries, spreadsheets, presentations, and other materials for departmental leadership.

* Tracks data and deadlines related to personnel actions, administrative operations, faculty processes, and departmental activities.

* Participates in special projects, process improvements, and college or university initiatives.

* Identifies administrative issues, recommends solutions, and assists with implementing improved workflows.

* Represents the department on administrative committees, work groups, and cross-functional teams as appropriate.

Expected Salary:

The salary is $63,000 - $70,000.

This is a TEAMS position and is eligible for a suite of excellent benefits, retirement options, and paid leave.

Required Qualifications:

Bachelor's degree and five years of appropriate experience or an…