Administrative Support Specialist

Position Number: 006003

Department: College of Humanities & Earth and Social Sciences (Col)

Employment Type: Permanent - Full-time

Months Per Year: 12

Essential Duties and Responsibilities:

• Provide comprehensive administrative, fiscal, and program support to the Organizational Science Program and the Master of Public Administration ( MPA ) Program.

• Serve as the primary Staff Assistant to the Program Directors and supports the effective operation of these interdisciplinary programs, which involve extensive educational, employment, community engagement, collaborative, and outreach activities across multiple departments and colleges.

• Assist Directors with coordinating and prioritizing funding, prepares budget documents and reports and maintains budget records for Directors to review (general funds, grants/contracts, discretionary funds, recharge, Quasi, etc.).

• Maintain budget records, reconcile financial information, and prepare reports as requested by the Program Directors.

• Maintain and organize program records, files, and databases, including student information, recruitment, personnel documentation, contracts, events, and other administrative records.

• Develop and maintain knowledge of program operations, policies, procedures, and university systems to respond to inquiries, troubleshoot issues, and resolve routine administrative problems.

• Assist Program Directors, faculty, and students with administrative requests, including enrollment permits, special requests, and the coordination of program and event equipment, supplies, and materials.

• Independently research and resolve program and student issues.

• Utilize, reconcile and manipulate data for management reports from different internal and external sources.

• Maintain records and reporting systems related to applicable accreditation and assessment requirements, including NASPAA and regional accreditation, as assigned.

• Coordinate the collection and organization of scholarship application materials and faculty review information to support program scholarship selection processes.

• Support communications, marketing, and outreach initiatives designed to enhance program visibility, reputation, and engagement with prospective students, alumni, employers, community partners, and other external constituents.

Minimum Experience / Education:

Required Minimum Qualifications:

Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.

Note: Some state job postings state you can qualify by an ‘equivalent combination of education and experience.’ If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.

Preferred Education Skills and Experience:

• Experience working in Higher Education, including office administration responsibilities is preferred.

• Financial management/budget experience and proactive organizational skills are a plus. Knowledge of Banner, Report Central and other similarly used university systems is desired.

• Intermediate experience and skills in use of Microsoft Office and Google Suite software is desired.

• Experience with problem solving, resourcefulness, and effective communication skills are a plus; and the ability to prioritize tasks and manage time efficiently is strongly desired.

• Ability to work independently, with a high level of professionalism, customer service orientation, and an understanding of confidentiality is strongly preferred. Additionally, strong attention to detail is desired.