Administrative Specialist - College of Health & Human Services

Essential Functions and Responsibilities (70%)

Autonomously performs non‑routine administrative tasks including, but not limited to, independently formulating decisions and/or judgments involving non‑legal interpretation of policies and procedures as they would apply to each situation to resolve problems, prepare correspondence and/or reports, or to carry out other assignments.

Further facilitates business functions of the administrator’s office; plays a key role in office automation by performing business functions at the request of, or in the absence of, the supervisor’s direct and/or indirect behest; duties may include, but are not limited to: responding to correspondence; researching and preparing data for budget inclusion; assisting in writing budget justification; monitoring spending and maintaining fiscal records;

monitoring budgets and independently making transfers as needed; reviewing and summarizing fiscal, operational and/or personnel reports; performing personnel functions such as screening job applicants and/or participating in interviews; communicating decisions, directives and/or assignments; participating on committees; organizing conferences.

Acts as a lead worker for lower‑level personnel. Screens files and records for problems; researches and resolves problems, including those involving interpretation or judgment of applicability of policies and procedures.

Performs support functions particular to the academic and/or business unit; processes various types of academic overrides with direction; processes and compiles new‑hire paperwork and/or information for employee records for the part‑time faculty and other employment groups as needed.

Relieves supervisor of routine administrative duties; makes recommendations regarding program activities; researches and analyzes materials, information, and programs; provides technical information and advice to administrators to aid in decision making; assists in developing new procedures related to established program policy; serves as liaison between administrator and subordinates; transmits decisions and directives; represents administrator at meetings and conferences.

Manages business functions of administrator’s office; prepares and monitors budgets, transfers funds with direction; processes bills/invoices for payment; purchases supplies and equipment and reconciles same within procurement systems; keeps fiscal and personnel records.

Performs public relations duties; researches and responds to inquiries and complaints; furnishes information and explains programs to public; works on special events, assignments, and projects as directed; prepares reports, publications, memos, and presentations for dissemination outside work unit.

Provides secretarial assistance through routine administrative tasks, independently provides explanation, orally and/or in writing of services or activities of assigned area, including formulating interpretation of policies and procedures as they would apply in a given situation. Duties include but are not limited to: prepares drafts and signs simple correspondence; researches responses to inquiries; compiles data; prepares reports; gathers statistics and compiles in report form;

performs research and writes reports to present straightforward information; sets up office procedures; coordinates daily workflow of office; revises content of manuals and notebooks; requisitions equipment and supplies; screens problems and obtains files and records to support referral and resolves only those which do not involve interpretation or judgment of applicability of policies and procedures.

Supervises student office support staff throughout the employment cycle; coordinates work activities and routinely participates in training and evaluation.

Assists with training new hires.

Performs other duties as assigned and/or required that are within the level of responsibility for this classification at the discretion of the supervisor.

Equipment Operated: Computer and all other standard office equipment.

Work Schedule: Monday through Friday 8:00…