<p>Position Summary:</p> <p>The Administrative Specialist is a key role within the College of Arts & Science, responsible for providing comprehensive administrative support to the programs. The role involves handling purchasing and procurement tasks, coordinating travel arrangements, and organizing departmental lectures and events. The position requires a thorough understanding of University policies and procedures and involves frequent interaction with faculty, students, and staff across campus.</p> <p>The Administrative Specialist will be responsible for supporting several different programs under the Science and Discovery Initiative.</p> <p>Key Functions and Responsibilities</p> <ul> <li> <p>Procurement and Financial Management:</p> </li><li> <p>Process Purchases and Payments: Handle all procurement purchases, Professional Service Agreements, and other agreements.</p> </li><li> <p>Manage One Card Transactions: Oversee One Card transactions related to supplies, travel, advertising, non-capital equipment, etc.</p> </li><li> <p>Expense and Travel: Assist with processing expense reports and travel reimbursements.</p> </li><li> <p>Event Coordination and Guest Management:</p> </li><li> <p>Plan/Coordinate Events: Organize events such as guest lectures, lecture series, and symposiums.</p> </li><li> <p>Book Travel for Guests: Book travel for guests and students. Arrange itineraries including ground transportation, meals, and meetings for guests.</p> </li><li> <p>Process Reimbursements and Honorariums: Manage reimbursements and honorariums for visiting speakers.</p> </li><li> <p>Advertise Events: Promote events through posters, listserv announcements, and calendar updates.</p> </li><li> <p>Work with Event Services: Make room reservations and coordinate with event services.</p> </li><li> <p>Administrative Support:</p> </li><li> <p>Manage Enrollment Functions: Handle enrollment functions using Peoplesoft.</p> </li><li> <p>Assist with SACS Reports: Support preparation of SACS reports for undergraduate programs.</p> </li><li> <p>Supervise Student Workers: Hire, supervise, and approve timecards for undergraduate student workers.</p> </li><li> <p>Maintain Department Websites and Listservs: Manage departmental listservs and websites for departments and programs.</p> </li><li> <p>Submit Assignments to URO: Submit TA/Course Assistant/Course Coordinator/Grader assignments to the URO and ensure integration with information systems like Brightspace, YES, and Course and Teaching Evaluation System.</p> </li><li> <p>Office Support: Manage copy jobs, printing, and other administrative tasks required by faculty and staff.</p> </li><li> <p>Communication and Coordination:</p> </li><li> <p>Serve as Point of Contact: Act as the primary contact for inquiries, directing and responding as appropriate.</p> </li><li> <p>Coordinate Speakers and Events: Assist with the coordination of invited speakers and undergraduate events.</p> </li><li> <p>Faculty and Recruitment Support:</p> </li><li> <p>Assist with Faculty Reappointments: Support the Administrative Manager with processes related to faculty reappointments.</p> </li><li> <p>Assist with Faculty Recruitment: Aid in faculty recruitment efforts, including coordination of interviews and processing applications.</p> </li><li> <p>Additional duties as assigned</p> </li></ul> <p>Expected Performance</p> <ul> <li>Accuracy and Timeliness: Ensure all procurement, payment processing, and financial tasks are completed accurately and promptly. </li><li>Effective Event Management: Successfully coordinate and execute departmental events, ensuring all logistical aspects are well-organized and communicated. </li><li>Efficient Guest Handling: Arrange travel and itineraries for guests seamlessly, ensuring all needs are met. </li><li>Proactive Communication: Maintain clear, proactive communication with department members, students, and external contacts. </li><li>Detail-Oriented Administration: Handle administrative tasks with precision, including managing student workers, maintaining listservs, and assisting with enrollment and reporting functions. </li><li>Collaboration and Support: Work effectively with other departments and institutes, contributing to a collaborative and supportive environment for both staff and students </li></ul> <p>This role requires a blend of organizational skills, financial management, event coordination, and effective communication. Balancing these responsibilities will be crucial for ensuring smooth operations within the department.</p> <p>Supervisory Relationships:</p> <p>This position has supervisory responsibility for student workers. The position will report administratively & functionally to the Administrative Coordinator.</p> <p>Education and Certifications:</p> <ul> <li>A High School diploma or GED is required. </li><li>An Associate's Degree or Bachelor's Degree from an accredited institution of higher education ispreferred. </li></ul> <p>Experience and Skills:</p> <ul> <li>Strong organizational & analytical skills are necessary. </li><li>Resourceful and detail-oriented is necessary. </li><li>Excellent interpersonal written & oral communications skills are necessary. </li><li>Ability to plan, develop, and coordinate multiple projects is necessary. </li><li>Ability to work both as a member of a team & independently is necessary. </li><li>Microsoft Office proficiency (including Word and Excel) is necessary. </li><li>Adobe Professional is preferred. </li></ul>