SUBR | Executive Administrative Specialist

SU  | Executive Administrative Specialist | Position Type:
Full-Time Unclassified | Salary: $40,000 - $50,000

Final date to receive applications:
October 17, 2026

The Executive Administrative Specialist provides advanced administrative and operational support to the executive office. This position is responsible for executive scheduling, travel coordination, office administration, reception and visitor services, correspondence, records management, and the initiation and monitoring of authorized administrative transactions in Ellucian Banner and other University systems.

The Executive Administrative Specialist serves as a key point of contact for the executive office, facilitating communication and administrative workflows among University and System departments, campuses, employees, external stakeholders, and other constituents. The position requires a high degree of professionalism, confidentiality, organization, attention to detail, and independent judgment in coordinating the day-to-day administrative operations of the office.

• Manage and maintain the executive’s calendar, including meetings, appointments, conferences, institutional events, and other commitments.
• Coordinate scheduling with internal and external stakeholders and resolve routine scheduling conflicts.
• Organize meetings and prepare agendas, supporting documents, briefing materials, and other information needed by the executive.
• Track deadlines, assignments, requests, and matters requiring executive follow-up.
• Draft and prepare routine correspondence, memoranda, reports, presentations, and other administrative documents.
• Handle sensitive and confidential information with appropriate discretion.

• Coordinate official travel, including transportation, lodging, conference registration, ground transportation, and related arrangements.
• Prepare travel authorizations, itineraries, reimbursement documentation, and supporting materials.
• Monitor travel documentation to ensure timely completion and compliance with applicable University, System, and state requirements.
• Maintain travel records and assist in resolving travel‑related administrative matters.

• Coordinate the daily administrative activities of the executive office.
• Serve as a primary point of contact for visitors, callers, employees, and external stakeholders.
• Receive, screen, and appropriately route inquiries, correspondence, documents, and requests.
• Maintain a professional and welcoming executive office environment.
• Maintain electronic and physical files, records, supplies, and other administrative resources.
• Coordinate meetings, workshops, retreats, special events, and other office activities.
• Assist with requisitions, invoices, registrations, memberships, purchasing documentation, and other routine administrative processes.

• Initiate authorized personnel and administrative transactions in Ellucian Banner and related electronic workflow systems.
• Enter and verify information and supporting documentation necessary to initiate transactions.
• Monitor initiated transactions through established approval workflows and follow up on incomplete or outstanding actions.
• Coordinate with Human Resources, Payroll, Finance, Procurement, and other administrative offices regarding transaction processing and documentation.
• Maintain appropriate records of transactions initiated by the executive office.
• Retrieve routine information and reports from Banner and other authorized institutional systems as needed.
• Facilitate and initiate administrative transactions without independently exercising final personnel, payroll, financial, or…