Position Title:
Administrative Spec I-STSUC - 999313
Position Overview:
Responsibilities for performing a variety of administrative duties for a large division/college which may include multiple areas. Responsible for day-to-day operations of the department; coordinates of projects assigned; develops office procedures. Initiate correspondence, memoranda, promotional material, forms, newsletters manual and reports. Oversee the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems. Develops and maintains confidential or complex files. Interprets and advises internal and external customers on programs, policies or rules. Assists leadership in program/event planning; administers budgets; and coordinates academic and/or staff personnel matters. Resolve problems that have a significant impact on the overall goals of the department. May have contact with sensitive, complex and confidential information. May be responsible for managing calendars, appointments, chair events and meetings. Level III typically hires and terminates clerical and administrative personnel.
Department Specific Essential Job Functions:
Manages the daily operations of the office which may include supervising students. May coordinate and/or facilitate training and development. May analyze operating procedures, cost reductions, operating practices, record keeping systems, forms control, office layout, personnel and budgetary requirements, and performance reports. Advises others on processes, procedures, and services. Communicates and assists students, faculty and administrators on University policy matters. Gathers information and prepares various reports, correspondence, and memorandums; researches and resolves issues. Prepares special or confidential reports and assists with special events, projects or surveys. Assumes responsibility for small projects and oversees such projects through to completion. Maintains files and appointment calendars. Monitors, reconciles and assists in the preparation and maintenance of the departmental budget. Manages operation budgets for the department. Responsible for purchases and invoices. Must have knowledge of University requisitioning and purchasing procedures. May be responsible for creating on-line job requisitions for employment and Request for Support Staff/Professional Changes (RSP) forms for employee changes. Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution. Attends meetings and seminars to take notes. Orders and maintains inventory of supplies and equipment. May be responsible for timecards in department. May assist in the development of student success programming. Provides support for Student Accountability & Conflict Resolution staff and other staff members as needed. Reports to the Director of Student Accountability & Conflict Resolution. Performs other related duties as assigned.
Qualifications/Experience Required:
Requires a bachelor's degree or years of equivalent work experience in chosen field that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results.
Qualifications/Experience Preferred:
Bachelor's degree. Experience in a higher education environment.
Knowledge/Skills/Abilities:
Knowledge of office procedures and practices. Must be computer literate in the use of relevant software applications (word processing, spreadsheets, database management). Excellent telephone etiquette, communication (written and oral), organizational and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task and attention to detail. Demonstrate a warm and caring professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well in hectic and stressful situations. Must be self-motivated. Ability to listen and synthesize directives. Good supervisory skills.
Physical Demands:
Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
