<p>Position Title Sr. Administrative Specialist PIN 503000 Classification Summary</p> <p>Incumbents provide general administrative services requiring a broad knowledge of the assigned department/division. Responsibilities may include coordinating the daily activities of department administrative support staff; providing accurate information during high-impact and risk situations; monitoring budgets, accounts, billings, and/or expenditures; preparing financial and/or statistical reports; preparing meeting agendas and taking official meeting minutes for distribution and documentation; planning and coordinating events; independently preparing materials for supervisor's meetings; determining priority items for supervisor; and reading and responding to supervisor's voicemail and e-mail. Incumbents may supervise student workers and/or part-time staff.</p> <p>The Senior Administrative Specialist is distinguished from the Administrative Specialist in that the former may coordinate activities of lower level administrative support staff; performs more complicated administrative support, such as coordinating events; and/or manages/maintains specific information systems.</p> <p>Minimum Education and/or Training and Experience</p> <p>High School Diploma or equivalent (G.E.D.) and three years of clerical or administrative experience; or an Associate's degree and two years of administrative experience; or an equivalent combination of education and experience sufficient to perform the essential duties of the job successfully.</p> <p>Preferred Education and/or Training and Experience Licensing Requirements</p> <p>None</p> <p>Essential Job Function</p> <p>These are the job duties that are required of the position.</p> <p>Classification Duties</p> <ol> <li> <p>Assist with department programs and projects; work may involve scheduling and coordinating appointments, classes, meetings; sending documents; and assisting with departmental operations as needed. (B2)</p> </li><li> <p>Assist with the planning, coordinating, and implementing of events. (B2)</p> </li><li> <p>Prepare, edit, proofread, sort, process, maintain, and/or distribute correspondence, reports, rosters, forms, files, booklets, time sheets, packets, personnel paperwork, work orders, or other documents; work may involve researching and compiling information; performing basic quantitative and qualitative data analysis; and utilizing and updating department systems or databases (B2)</p> </li><li> <p>Prepare, track, sort, review, process, and/or reconcile various records, invoices, requisitions, bills, check requests, deposits, accounts, reimbursements, travel requests and vouchers, applications, or forms. (B2)</p> </li><li> <p>Perform office duties to include monitoring inventory; ensuring adequate availability of supplies and materials; ordering supplies; sorting and distributing mail; and maintaining and updating departmental websites. (B2)</p> </li><li> <p>Coordinate assignments and schedules of part-time and temporary staff; work may involve prioritizing and assigning work, and monitoring performance. (B2)</p> </li><li> <p>Coordinate with internal and/or external personnel, departments, and agencies to communicate information, respond to requests, serve as a liaison, provide assistance, and facilitate departmental operations. (B2)</p> </li><li> <p>Perform other related duties of a comparable level/type as assigned.</p> </li></ol> <p>Position Duties</p> <p>1.Administrative Support: Provide high-level administrative assistance to the Associate Dean of the School of Humanities or the Associate Dean of the School of Business, Social Sciences, and Public Service, including faculty and leadership, by managing correspondence, scheduling meetings, assisting with faculty hiring and onboarding, and handling confidential documents.</p> <p>2.Course and Faculty Coordination: Assist with faculty scheduling, classroom assignments, and course material preparation to ensure smooth academic operations. Provide support for faculty technology needs, including LMS (Canvas), Banner, etc. and digital resources.</p> <p>3.Budget & Financial Processing: Provide support for department budgets management, process invoices, track expenditures, coordinate with the business office for timely payments and reconciliations, and assist with grant documentation and funding compliance.</p> <p>4.Student Support Services: Serve as a point of contact for students, responding to inquiries, assisting with enrollment and course-related concerns, and supporting internship and career placement initiatives.</p> <p>5.Event Planning & Coordination: Organize department events, including faculty meetings, student workshops, guest lectures, advisory board meetings, and business networking opportunities.</p> <p>6.Data Management & Reporting: Maintain and update databases, generate reports, and ensure accurate record-keeping for accreditation, institutional assessment, and grant-related reporting.</p> <p>7.Communication & Outreach: Draft official communications, newsletters, and social media content to promote department activities and initiatives while also supporting employer partnerships and industry relations. Maintain departmental webpages.</p> <p>8.Office Operations & Supplies Management: Maintain office efficiency by ordering supplies, coordinating maintenance requests, ensuring technology functionality, and assisting in emergency preparedness and compliance efforts.</p> <p>9.Policy Compliance & Recordkeeping: Ensure compliance with institutional policies, faculty credentialing documentation, grant funding requirements, and campus safety protocols.</p> <p>10.Special Projects & Process Improvement: Support departmental initiatives by assisting in special projects, workflow improvements, and enhancing operational efficiency through collaboration with faculty, students, and external stakeholders.</p> <p>Multistate Employer</p> <p>Employees of Jefferson College must reside in Missouri or Illinois.</p> <p>Multistate Employer</p> <p>Position Knowledge/Skills</p> <p>Knowledge</p> <p>Customer service principles</p> <p>Skills</p> <p>Using a computer and related software applications;</p> <p>Providing customer service;</p> <p>Planning events and activities;</p> <p>Filing;</p> <p>Processing information utilizing established procedures;</p> <p>Keyboarding;</p> <p>Using office equipment;</p> <p>Maintaining records and files;</p> <p>Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.</p> <p>Machines, Tools, Equipment and Software</p> <p>Ellucian Banner</p> <p>Adobe Acrobat Pro</p> <p>Google Workspace</p> <p>Microsoft Office</p> <p>Physical Factors</p> <p>Physical Effort</p> <p>Physical Effort Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.</p> <p>Posting Information</p> <p>Division Business, Social Science & Public Service (DIV) Department Academic Affairs Reports To Associate Dean of Business, Social Science & Public Service Wage/Salary $18.11 per hour / $18.25 per hour effective July 1 Status Full-time If Part-time, hours per week If Non-exempt, work days Monday - Friday during the academic year (mid August - mid May); Monday - Thursday during the summer (mid May - mid August) If Non-exempt, work hours</p> <p>Posting Detail Information</p> <p>Posting Number S00621P Desired Start Date 05/12/2025 Open Date 04/11/2025 Close Date Special Instructions Summary</p> <p>This posting is open until filled. The review of applications will begin on April 21.</p> <p>We are filling three Sr. Administrative Specialist positions to support the Associate Deans of the following schools:</p> <ul> <li> <p>Humanities</p> </li><li> <p>Business, Social Sciences, and Public Service</p> </li><li> <p>Math, Physics, and Technology</p> </li></ul> <p>Quicklink for Internal Posting https://jeffco.peopleadmin.com/postings/5209 EEO Statement</p> <p>It is the policy of Jefferson College that no person shall, on the basis of age, ancestry, color, creed, disability, genetic information, marital status, national origin, race, religion, sex, gender identity or expression, sexual orientation, or veteran status, be subject to discrimination in employment or in admission to any educational program or activity of the College. In compliance with Federal Rules and Regulations, Jefferson College has adopted a procedure for resolving complaints of discrimination. The procedure is available to any Jefferson College student, employee, or applicant who feels that he or she has been discriminated against in employment, student programs, or student activities.</p>