Administrative Specialist IV

Administrative Specialist IV

Position Number: CM-POST-000009
Division:
Humanities & Social Sciences Division Office
FTE: 100
Term (month/year): 12 Months/Year
Annual Salary Step Range: $73,922.16 - $94,345.32
Initial Screening Date: 06/15/2026
Open Until Filled:
Yes

Under general supervision, performs a variety of advanced administrative support duties that requires a significant level of knowledge of the assigned division, its services policies, procedures, and operational details.

• Provides administrative support to managerial personnel or similar high level administrator by assisting with duties of an advanced, complex, and sensitive nature with little or no supervision; represents the division at meetings as assigned; manages and coordinates multiple calendars, schedules meetings, makes travel arrangements, handles sensitive materials; acts as a liaison between managerial personnel and other staff or the public, coordinating resolutions to issues, problems, and complaints as appropriate.
• Coordinates and manages the workflow of the office, follows up on behalf of the administrator, checks in with managers, staff, and faculty regarding completion of tasks, and scheduling and overseeing the work of student workers; performs a variety of other highly complex and difficult responsibilities.
• Coordinates and participates in the preparation of the division budget, including gathering and analyzing data related to expenditures and projected charges; monitors budget expenditures and revenues; initiates division purchases for office supplies and other items as assigned; authorizes payment of invoices; processes division requisitions and appropriation transfers; assists in the development of contracts; develops special statistical reports regarding budgetary information.
• Works with Fiscal Services to coordinate financial and accounting related duties, including reconciling purchasing orders, tracking vendor and invoice information, bid requests, price quotes, purchase and expenditure requests; prints and reviews invoices for accuracy; follows up with vendors.
• Schedules and or coordinates meetings, seminars, conferences, and training sessions for division staff; acts as meeting secretary including preparing agendas and informational packets, setting up meeting and training rooms, and taking and transcribing minutes for assigned boards and commissions; prepares complex divisional agenda items and packets for Board of Trustees meetings.
• Plans and coordinates divisional or campus-wide events, functions, and meetings, including for the President’s Office, Board of Trustees meetings, commencement and other ceremonies, various other periodic committee, and employee training sessions.
• Assists or administers assigned division projects, processes, and/or programs as assigned by the managerial personnel; provides assistance to division staff in various research and division-related projects; participates in developing and implementing division or campus-wide policies and procedures.
• Assists in coordinating the evaluation process; schedules and tracks evaluation meetings; monitors and tracks submission of evaluation materials for faculty and staff as assigned.
• May provide administrative assistance to College governance committees, including maintaining detailed and accurate records, compiling agendas, communicating directly with committee members, compiling back-up documentation for agenda items, and maintaining detailed tracking of governance processes and actions.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and analytical reports, organization charts, program plans, and correspondence for division staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
• Processes and prepares a variety of documents, materials, and records according to established procedures and practices, such as divisional documents payroll records and monitoring payroll and expenditures for grant compliance. Calculates, inputs, and tracks faculty loads and lecture hour equivalency; ensures accuracy of the division’s class schedules; submits faculty attendance reports monthly.
• Provides information to the public to ensure an understanding of division and College policies, contracts, and procedures; listens to questions and responds to inquiries and complaints, and explains procedures requiring a significant level of independent judgment, discretion, and interpretation; coordinates or resolves problems of a complex nature when appropriate.
• Designs and implements complex file, index, tracking, and record keeping systems; researches and/or gathers records, data, and written information regarding divisional programs and processes to prepare complex…