Administrative Specialist

Job Description: General Job Description Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives. General Job Duties May supervise or oversee the work of Technical & Administrative Support staff and/or student employees. Resolves complex and unique problems that require an ability to interpret established policies and procedures. Oversees department unit administrative processes. Coordinates complex processes and initiatives such as grant proposals, contracts /or complex academic processes such as tenure case approvals, faculty searches, complicated course scheduling or sensitive graduate application processes. Plans and implements projects, special events, and/or programs that require a high level of coordination with multiple constituents and departments. Composes and edits internal and external correspondence and documents, including such things as manuscript submissions for scientific journals. Manages academic courses and textbook information. Plans and maintains website as well as other department publications. Prepares and monitors internal budget and other financial documents for a departmental work unit. Recommends purchases. Reviews and follows up on discrepancies in standard expenditures. Position Specific Job Description The Administrative Specialist provides administrative support for the College of Health Sciences and Professions, specifically for one or more academic departments within CHSP . Serves as a liaison to college internal contacts, other University departments and the public i.e. answering phones, assisting visitors, faculty, and staff, this position prepares documents and reports, compiles, and maintains accreditation records, schedules meetings, coordinates calendars, and provides administrative assistance to Department Chair(s) and others within the departments. The Administrative Specialist uses experience and expertise to anticipate department needs and handles situations without direct supervision, demonstrates sound judgment and decision making in situations requiring assessment and interpretation relating to the departments and the many programs/tracks offered. Supervises all front office student employees. Position Specific Responsibilities Office Administration - Acts as office manager for the departments. Interprets and ensures compliance of Departmental, College and University policies and procedures. Represents office as administrative liaison to College internal contacts and other University departments. Acts as first point of contact for internal/external customers, i.e. students, parents, professional organizations, vendors, etc. via telephone/videoconference, email and in person. Orders all supplies and equipment. Schedules conference/meeting rooms. Prepares and edits original forms used by departments. Attends departmental meetings (as requested), taking of minutes and distributing to appropriate personnel. Prepares/maintains/updates all departmental administrative and personnel files, including but not limited to offer letters, promotion letters, and course syllabi. Assists with faculty searches, creates and manages all postings in PeopleAdmin. Assists Department Chairs daily as needed and on special projects such as curricular mapping and accreditation review. Assists with scholarship and awards processes. Hires, trains, and supervises all student office employees. Assists Department Chairs of accredited programs with accreditation site visit logistics and scheduling and general accreditation document management. Budget - Prepares/monitors budget, maintains accountability for budget expenditures and income by auditing monthly reports and tracking accounts. Provides reports to the Department Chairs when requested. Generates, prepares, and maintains fiscal documents, and authorizes payments of office expenses. Works directly with faculty and Department Chairs with processing orders and transactions. Develops and maintains databases for shadowing accounts with multiple users. Assists faculty with entry of Purchasing Card and travel transactions in Concur database system. Assists students who have earned monetary awards with managing their budgets/processing transactions and reimbursements. Assists faculty with equipment and supply purchases, including BobcatBuy. Assists Department Chairs of accredited programs with program budget information and payment of accreditation fees. Reconciles any budget discrepancies with the College Director of Finance. Payroll and Contracts - Enters/terminates all departmental student employees into Workforce database. Views and approves all front office student employee timesheets in Workforce. Processes contracts for part-time administrative/faculty employees through Oracle Employee Management System. Processes graduate appointments in Oracle Business Online system. Prepares correspondence for letters of admission and graduate appointment offers as needed. Class Scheduling and Textbook system - Initiates and facilitates process with Department Chairs or their appointees in preparing the information necessary to enter the class schedule into the PeopleSoft and Astra database systems each semester. Makes necessary changes, additions, and cancellations per faculty requests. Must have ability to synthesize multiple pieces of complex information to enter and update the class schedule, which includes lecture with multi-laboratory combinations in courses that are cross-listed with other University departments. Minimum Qualifications: Knowledge of administrative practices, policies, procedures, office equipment, and computer software typically obtained by a high school degree or GED or equivalent and a minimum of 3 years related experience. An equivalent combination of education, training, and experience is acceptable. Specific knowledge, certifications, and licensure will apply at the position level. Preferred Qualifications: 1 year experience with Excel 1 year experience with OBI 1 year experience with Concur 1 year experience with Bobcat Buy 1 year experience with WorkForce Planning Unit: College of Health Sciences & Professions Department: Health Sciences Professions, Dean's Office Applicants may contact this person if they have questions about this position: Beth Tragert, Employment Type: full-time regular Advertised Salary: Range for hourly rate starts at $16.84 per hour with the potential of up to $21.48 per hour. Pay is accompanied by our generous university benefits such as free tuition for self and dependents, a comprehensive insurance package including but not limited to: Health, prescription, vision, dental, and life insurance An excellent retirement plan including company contributions, Paid Parental Leave, adoption reimbursement, and more OHIO is also proud to offer wellness programs, on-site wellness facilities, and a generous employee assistance program. 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