Administrative Specialist I

Administrative Specialist I (DED00000474) Salary commensurate with experience and qualifications. About the Position This role is an on‑campus, in‑person position. The Administrative Specialist is responsible for all general administrative support functions for the Department of Philosophy, including oversight of graduate and undergraduate programs, management and tracking of faculty and graduate students, assistance with undergraduate advising, student recruitment, and website maintenance. The Administrative Specialist initiates financial transactions related to the department’s ongoing business and ensures their accuracy. Essential Functions Academic Affairs: assign student advisors, enrollment requests, course enrollment oversight, exam proctoring, student petition processing, undergraduate student advising, report course proposals/academic program changes, undergraduate/graduate catalogue revisions. Assure departmental compliance with University and/or College procedures. Administrative: chair and faculty support, including filing, appointment/meeting scheduling, schedule of classes, office assignments and directory updates, maintain faculty course evaluations, photocopying/scanning and mail processing for faculty, place/track faculty book orders desk/exam copies for faculty, website management/maintenance, and mailing list maintenance. Office management: supply oversight/procurement, office equipment, facilities and maintenance requests/notifications, order keys and facilitate check in and out of same, emergency management and evacuation of building. Personnel management: hiring paperwork, collection, dissemination and management of applicant materials and campus visits, WebClock approvals for direct reports, personnel file maintenance including faculty reviews, payroll authorization processing, collect/submit annual payroll schedule election forms, HR new employee set‑up. Financial: entering requisitions, ordering goods and services, entering expense reports, booking travel, budget monitoring, grant budgeting (pre‑ and post‑awards), entering procurement card reports, time entry approval, specialized external reporting, graduate student insurance enrollment coordination, graduate student financial aid and tuition allocation, undergraduate student departmental honor awards and departmental scholarships. Event coordination: event and program planning, catering procurement, venue, guest relations for departmental and college events, newsletters, departmental clubs and societies, program brochure updates, and other duties and projects. Service on various Dedman College shared services committees. Qualifications Education and Experience: Bachelor’s degree required. Minimum 1 year experience required. Prior experience providing administrative assistance in an academic setting preferred. Knowledge, Skills and Abilities Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships. Must also possess strong written communication skills, strong problem‑solving skills, strong organizational, planning and time‑management skills. Knowledge of MS Office Suite (Word, Excel, etc.) is required. Preferred knowledge: Filemaker Pro, Blackboard, Canvas, MS Sharepoint, Sitecore, Adobe Acrobat Professional, Adobe Photoshop. Physical and Environmental Demands Sit for long periods of time EEO Statement SMU is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. Benefits SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional health, dental, and vision plans, SMU offers wellness programs, retirement programs, and other benefits to support employees. #J-18808-Ljbffr