Administrative Specialist I

Administrative Specialist I

The Administrative Specialist II ("ASII") position is an integral part of the administrative team of the Dean's Office. Position interacts with university and college administration, alumni, donors, faculty, students, and business community. Will communicate clearly and professionally in person, by phone and in writing. Should possess strong interpersonal skills and ability to work well with others within college, university and outside community. This position involves flexibility to changing work duties and ability to be a self-starter. Strong writing skills: content creation, able to write business letters, notes, and minutes. Will summarize information concisely, exercising good judgment about what is important. Excellent proof-reading ability. Strong organization skills. Strong web research skills. Strong time management skills and ability to handle several tasks simultaneously and prioritize. Able to handle interruptions and remain organized and focused. Will maintain high level of confidentiality.

Knowledge, Skills, Abilities and/or Competencies - Advanced Microsoft skills including:•WORD– proficiency to include spell and grammar check, mail merges, create/modify styles, tables, insert images and objects, and manipulate various file formats.•EXCEL– proficiency to include use of formulas, multiple sheets in workbooks, formatting, etc.•POWERPOINT– proficiency in creation of slides to include both text and graphics•OUTLOOK– proficiency to include calendar entries, email merges and contacts.Ability to use mail merge with various data source formats to create customized letters, emails, labels, etc.

Duties/Responsibilities - Dean's Office FinancesManagement of account for all office state and foundation purchases of supplies (invoices and charges), equipment, and services.Prepare and process departmental travel authorizations and reimbursements for the Dean.Prepare and process special events forms and processing of invoices for college-wide events.

Duties/Responsibilities - CommunicationCommunicate by telephone or in person with various dean's office constituents including:University and College administration, faculty, staff, alumni, and business community.Maintain records of communications between Dean's Office and College's top executive boards (comprised of CEO's, donors, and alumni), three executive college committees (comprised of Dean, Associate Deans, academic departments, program directors and committee heads); occasionally attend meetings.Work closely with the Assistant to the Dean and Development and Alumni Relations Office to coordinate fundraising travel, events and correspondence.

Duties/Responsibilities - Office Administrative DutiesAttend to standard mail procedure, answer incoming phone calls for the College (large volume) and redirect as appropriate.Manage/order office supplies.Other projects as assigned by the Dean and the Assistant to the Dean, such as web research, assist with various College task forces related to strategic planning or college committees.Provide occasional administrative assistance to staff/faculty members within the Office of the Dean, as directed by the Dean or Office Manager.Work schedule to accommodate opening Dean's Office by 7:55 am daily Monday through Friday.Other duties as assigned by the Dean and/or Assistant to the Dean.

Duties/Responsibilities - Special EventsWork with the Business Office, special events and Assistant to the Dean to organize the College's Holiday LuncheonCoordinate occasional professional working group lunches and other eventsWork with Special Events to organize college-wide events (workshops, receptions, training sessions etc.).

Duties/Responsibilities - Writing and EditingSpeech editing requiring crucial attention to details;Content creation and proofing of printed materials for the College;Coordinate with the Office of Marketing and Communications, and the Office of Development and Alumni Relations: drafting and proofing of official correspondence and reports (to University administration, College administration, high-level business executives/donors/influential alumni);Assist Associate Deans and Assistant to the Dean as needed.

Duties/Responsibilities - Terry Student of the Year/FYOSCoordinatorManage application process for the Terry Student of the Year (coordinate college-wide messaging for nominations; scheduling of interviews; communication committee members, nominees and finalists;Coordination ofFYOSClass for the Dean (classroom selection, event coordination, assistance with student communications etc.

Duties/Responsibilities - GAILDatabase UseMaintain University alumni database records (GAIL), financial records, and other college databases and recordsIntegrate complex databases to include but not be limited to complex queries, complicated coding systems and effective understanding of data and fields to ensure accurate data in maintained and understoodMerge data from various sources to create customized reports (including tables, spreadsheets, letters etc.).