Administrative Specialist School of Sciences

Job Summary

The Administrative Specialist for the School of Sciences is an essential position that supports the effective operation of the school. This position provides comprehensive administrative support to the faculty, staff, and students of the School of Sciences, which includes approximately 20 faculty members, 300+ science majors, and hundreds of additional students enrolled in science courses. The role also provides support to the broader College of STEM, the Department of Computer Science and Information Technology, and the Department of Mathematics and Decision Sciences.

• Provide administrative support to the department head, faculty, and staff, including making copies of class and test materials, assisting with advisement and registration forms, and responding to faculty requests in a timely manner.
• Ensure office suites are open during established business hours; manage daily tasks including mail distribution, copier maintenance, and TV slideshow updates.
• Assist with adding courses in Banner and registering students for courses as directed.
• Coordinate and process reimbursements and expense reports for faculty and staff.
• Answer phones, respond to inquiries, and direct callers to appropriate offices and departments.
• Maintain organized One Drive folders for faculty syllabi each semester.
• Collect and post faculty schedules and office hours at the start of each semester.
• Take minutes at departmental meetings and provide them to the department chair for review and distribution.

• Purchase office supplies, grant materials, and office equipment using a P-card; reconcile P-card purchases and maintain organized files of all expenditures.
• Create purchase requisitions and check requests as needed.
• Maintain a detailed purchasing database tracking date of purchase, arrival status, cost, items purchased, account codes, and other relevant information.
• Produce monthly budget spreadsheets for the department chair and assist with quarterly revenue reports for budget audits.

• Maintain department records and filing systems, including curriculum materials, P-card reconciliations, check requests, travel expenses, purchase orders, petty cash, part-time faculty assessments, graduation evaluations, and assessment materials.
• Process and maintain faculty travel records, including travel authorizations, receipts for reimbursement, and expense reports.

• Assist current and prospective students with questions related to university policies and procedures.
• Help maintain an alumni database and coordinate with the development office as appropriate.

• Collaborate with other College of STEM staff to coordinate duties and assignments across departments.
• Assist with school, college, and departmental events, including planning, setup, and coordination with other campus departments.
• Submit and follow up on work orders and requests as needed.
• Organize supply room and ensure adequate stock of materials.
• Perform other related duties as assigned.

• High school diploma or GED.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.

• Bachelor's degree.
• Demonstrated experience in administrative support, office management, or a closely related role.
• Experience working in higher education or a university setting.
• Familiarity with university enterprise systems such as Banner.
• Experience managing purchasing, P-cards, or budget reconciliation processes.

• Proficient in Microsoft Office (Word, Excel, Outlook,…