Administrative Specialist, Office of the President

PAY GRADE: 29E

CONTEXT OF THE JOB:
The Administrative Specialist provides high-level administrative, operational, and project coordination support to the Director of Presidential Operations and the Office of the President. The position ensures the efficient day-to-day operation of the President's Office while coordinating projects, meetings, communications, and administrative processes that support presidential priorities.

The Office of the President collaborates closely with multiple internal and external constituents, creating meaningful opportunities to develop and build strong working relationships.  Supporting a fast-paced, dynamic administration, the Administrative Specialist is an important member of the team in supporting presidential initiatives that characterize creativity, innovation, and a higher standard that together reflect the motivation for institutional transformation. This position requires an understanding of professional protocols as it relates to confidentiality, integrity, discretion, and trust.

MAJOR RESPONSIBILITIES

• Work closely with the Director of Presidential Operations to execute the administrative and operational priorities of the Office of the President, ensuring assignments, projects, and follow-up activities are completed accurately and on schedule.
• Coordinate logistics of presidential projects and institutional initiatives, often involving sensitive or high-profile matters.
• Coordinate with cross-functional teams to support timely progress, information sharing, and effective communication on initiatives led or sponsored by the President
• Draft, edit, proofread, and format correspondence, reports, presentations, and other written materials while ensuring consistency with University standards. Coordinate review and approval of communications with appropriate campus partners.
• Prepare materials, background information, correspondence, and other documentation for the Director of Presidential Operation and Chief of Staff’s review and use in supporting the President and presidential priorities.

• Support the Director with the planning and execution of non-DAR events hosted by the President and the President’s Office, ensuring all logistical details are executed effectively,  including all activities at the President’s house 47 Kent Way.

• Provide high-level administrative support as needed to the Office of the President, including scheduling, meeting coordination, and document preparation.
• Anticipate routine administrative and operational needs of the office and identify opportunities to improve efficiency and workflow.
• Process invoices, purchasing card reconciliations, expense reimbursements, procurement requests, and other financial transactions while ensuring compliance with University policies.
• Serve as a welcoming presence as the initial point of contact in the Office of the President.  Ensure smooth day-to-day operations, maintaining a standard of excellence, professionalism, and confidentiality.
• Coordinates travel arrangements for the President as needed and visitors to campus.
• Manage records, files, and archives in accordance with University policies.
• Conduct inventory, maintain and order office supplies and provide basic office supply support (labels, etc.) to staff. Develop best practices for ensuring supplies are available and purchased with fiscal responsibility.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

• Bachelor's degree and three years of relevant experience or equivalent combination of education and experience. Experience in a higher education institution is preferred.

• Demonstrated knowledge of and experience with administrative support practices and procedures.
• Commitment to a continuous process improvement mindset, which includes ability to assess opportunities for improvement in processes and workflow, make recommendations and implement approved changes.
• Proficiency and experience with Microsoft Office applications including Outlook, MS Word, MS Excel, MS PowerPoint or comparable software programs.
• Effective verbal and written communication skills, including proficiency with grammar, punctuation, spelling and composition.
• Strong interpersonal and collaborative skills, with the ability to establish and maintain effective working relationships.
• Ability to handle challenging situations with initiative, professionalism and diplomacy; prioritize and handle concurrent tasks in a timely manner; and use discretion regarding matters of a sensitive and confidential nature.

• Ability to verify accuracy of information, analyze and resolve discrepancies and follow-up on outstanding activities, often without guidance from leadership.

• Willingness to invest in professional development activities to ensure ongoing effectiveness in the position.