Administrative Specialist - Procurement Services

Autonomously performs non-routine administrative tasks including, but not limited to, independently formulating decisions and/or judgements 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. Independently processes assigned non-routine administrative responsibilities from initial review through resolution, prioritizing work and determining appropriate next steps with minimal supervisory intervention, while escalating matters outside delegated authority.

Further facilitates business functions of 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: responds to correspondence; researches and prepares data for budget inclusion; assists in writing budget justification; monitors spending and maintains fiscal records;

monitors budgets and independently makes transfers as needed; reviews and summarizes fiscal, operational and/or personnel reports; performs personnel functions such as screening job applicants and/or participating in interviews; communicates decisions, directives and/or assignments; participates on committees; organizes conferences.

Monitors assigned procurement and administrative work queues, pending transactions, exceptions, and follow-up items; identifies delays or discrepancies; independently resolves matters within established procedures and delegated authority; and recommends improvements to workflows, controls, and service delivery.

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. Investigates complex or recurring administrative and procurement-related issues; reviews relevant records, policies, and available alternatives; documents findings; and presents practical solutions and recommended corrective actions to the Director or appropriate supervisor. Independently applies established University policies and procedures to resolve non-legal administrative matters within defined authority and refers legal, policy-exception, or higher-level approval questions to the appropriate official.

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,…