Administrative Specialist I

Salary Range: 

Salary commensurate with experience and qualifications

About SMU

SMU’s more than 12,000 diverse, high-achieving students come from all 50 states and over 80 countries to take advantage of the University’s small classes, meaningful research opportunities, leadership development, community service, international study and innovative programs.

SMU serves approximately 7,000 undergraduates and 5,000 graduate students through eight degree-granting schools: Dedman College of Humanities and Sciences, Cox School of Business, Lyle School of Engineering, Meadows School of the Arts, Simmons School of Education and Human Development, Dedman School of Law, Perkins School of Theology and Moody School of Graduate and Advanced Studies.

SMU is data driven, and its powerful supercomputing ecosystem – paired with entrepreneurial drive – creates an unrivaled environment for the University to deliver research excellence.

Now in its second century of achievement, SMU is recognized for the ways it supports students, faculty and alumni as they become ethical, enterprising leaders in their professions and communities. SMU’s relationship with Dallas – the dynamic center of one of the nation’s fastest-growing regions – offers unique learning, research, social and career opportunities that provide a launch pad for global impact.

SMU is nonsectarian in its teaching and committed to academic freedom and open inquiry.

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, but not limited to: oversight of all graduate and undergraduate programs; management and tracking of all faculty and graduate students; assistance with undergraduate advising; student recruitment; and website maintenance/ Additionally, the Administrative Specialist initiates financial transactions related to the ongoing business of the department and is responsible for the appropriateness and accuracy of those transactions.

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 but not limited to, 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: including but not limited to, supply oversight/procurement, including office equipment, facilities and maintenance requests and/or notifications, order keys and facilitate check in and out of same, emergency management and evacuation of building.

• Personnel management: including but not limited to, faculty, staff and student 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: including but not limited to, 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, and 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, including but not limited to, procurement of catering, venue, guest relations, for departmental and college events, newsletters, departmental clubs and societies, program brochure updates, as well as other duties and projects.

• Service on various Dedman College shared services committees.