Administrative Specialist

Position: Administrative Specialist I
Job Description

• Serve as the primary point of contact for incoming calls, visitors, and general departmental inquiries.
• Maintain department calendars, schedule meetings, reserve conference rooms, and coordinate logistics for departmental activities.
• Perform data entry, record maintenance, document preparation, and general administrative support functions.
• Coordinate mailroom operations, including distribution of incoming and outgoing correspondence and shipments.
• Travel reimbursements, and office supplies.
• Assist with departmental communications and dissemination of information to faculty and staff.

Classification Title

Administrative Specialist I

Job Description

• Serve as the primary point of contact for incoming calls, visitors, and general departmental inquiries.
• Maintain department calendars, schedule meetings, reserve conference rooms, and coordinate logistics for departmental activities.
• Perform data entry, record maintenance, document preparation, and general administrative support functions.
• Coordinate mailroom operations, including distribution of incoming and outgoing correspondence and shipments.
• Travel reimbursements, and office supplies.
• Assist with departmental communications and dissemination of information to faculty and staff.

Administrative Operations & Office Support

• Serve as the primary point of contact for incoming calls, visitors, and general departmental inquiries.
• Maintain department calendars, schedule meetings, reserve conference rooms, and coordinate logistics for departmental activities.
• Perform data entry, record maintenance, document preparation, and general administrative support functions.
• Coordinate mailroom operations, including distribution of incoming and outgoing correspondence and shipments.
• Travel reimbursements, and office supplies.
• Assist with departmental communications and dissemination of information to faculty and staff.

Human Resources Administrative Support

• Provide administrative support for HR-related activities, including preparation and maintenance of job descriptions.
• Assist with Graduate Assistant (GA), volunteer, courtesy appointment, and other personnel-related documentation and processes.
• Generate reports and maintain personnel records and departmental tracking systems.
• Support HR initiatives and special projects as assigned by the Human Resources Generalist III.
• Ensure accuracy, confidentiality, and compliance with university policies and procedures regarding personnel information.

Event & Meeting Coordination

• Coordinate department meetings, retreats, staff recognition events, milestones, luncheons, and year-end activities.
• Manage meeting logistics, including scheduling, room reservations, technology needs, catering arrangements, and event setup.
• Support conference room scheduling and maintenance.
• Assist in planning and executing departmental special events and professional development activities.

Emergency Preparedness & Departmental Coordination

• Serve as the department emergency contact coordinator and assist with maintaining departmental emergency plans and procedures.
• Participate in and support building committee activities and initiatives.
• Coordinate departmental communications related to emergency preparedness and operational continuity.

Staff Development & Special Projects

• Assist with coordinating staff professional development activities and training opportunities.
• Support departmental initiatives, process improvements, and special administrative projects.
• Provide additional administrative and operational support as needed to meet departmental goals and objectives.

Minimum Qualifications

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

Preferred Requirements

• Experience providing administrative support in a higher education,…