Administrative and Operations Specialist

Administrative and Operations Specialist

Institution - The University of South Dakota

Working Title - Administrative and Operations Specialist

Posting Number - CSA02837P

Department - USD-Discovery District

Physical Location of Position (City) - Sioux Falls

Discovery District Vision: To create a dynamic and collaborative environment where talent, research and innovative businesses interact to create new ideas, new technologies, and new opportunities impacting not only our region but our world.

Discovery District Mission: To foster economic development by:

• Growing university research capacity, resources, and talent
• Connecting university strengths with the private sector
• Fostering entrepreneurship and commercialization
• Creating the physical infrastructure necessary to support research & innovation-based businesses

Job Description

Full-time, position providing administrative and operational support to the Discovery District team.

Position Summary: The Administrative and Operations Support Specialist will provide comprehensive administrative and operational support for the USD Discovery District. This position will be located in Building 1 at the USD Discovery District. Responsibilities and tasks include scheduling support, data entry, event planning, social media management, and general day-to-day operations. Experience in financial bookkeeping and reporting is highly preferred. The ideal candidate will have strong organizational skills, a keen eye for detail, and a proactive approach to problem-solving.

Key Responsibilities

• Administrative and Operational Support:
• Assist in coordinating scheduling, events, and shared spaces within the building.
• Perform accurate and timely data entry to maintain records and databases.
• Serve as a liaison between tenants, visitors, vendors, building management, and the USD Discovery District team.
• Manage office supplies and shared space organization.
• Event Planning:
• Plan, organize, and execute events including logistics oversight, vendor coordination, and participant support.
• Provide onsite event assistance and support.
• Social Media Management:
• Assist in distributing approved marketing content including digital and print to promote events, initiatives, and programs.
• Support USD Discovery District marketing in content production.
• Monitor and respond to inquiries.
• Financial Bookkeeping and Reporting:
• Assist in maintaining accurate financial records, including tracking expenses and processing accounts receivable and accounts payable.
• Assist with budget preparation, reporting, and reconciliation.
• Assist in providing regular financial updates and support audits as required.
• Other Duties:
• Provide general office support and assist with special projects as assigned to ensure operational efficiency.

Qualifications

Education and Experience:

• High school diploma or equivalent required; associate or bachelor's degree in business administration, accounting, or a related field preferred.
• Minimum of two years of experience in administrative, operational support, or bookkeeping roles.

Skills and Competencies:

• Self-motivated and directed, able to handle multiple projects simultaneously, work well under pressure, research options, and exercise good judgment.
• Strong organizational skills with specific attention to detail.
• Proficiency in Microsoft Office 365 specifically Word, Excel and PowerPoint as well as other related software applications.
• Experience in social media content creation and management tools.
• Experience in documenting and processing items that require authorization.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to use discretion in handling confidential information.
• Valid motor vehicle operator's license, with the ability to operate and travel by motor vehicle.
• Ability and willingness to work occasional extended hours.

Work Environment

This role requires a physical presence onsite at the USD Discovery District during normal business hours, (MondayFriday, 8:00 a.m.5:00 p.m.). Occasional early mornings, evenings, or weekends may be necessary for event support or critical deadlines.

Equal Employment Opportunity Statement

USD is committed to fostering a dynamic and welcoming working and learning environment for all. USD provides equal employment opportunities to all employees and applicants for employment without regard to ideological, political, or sectarian opinions or perspectives; or race, color, creed, religion, sex, ancestry, disability, national origin or any other factor protected by applicable federal, state, or local laws. USD is committed to the principles of free expression and encourages the timely and rational discussion of topics in an environment that is intellectually and ideologically diverse.

Documents Needed to Apply

1. Resume
2. Cover Letter
3. Other
4. Reference List

Dakota State University