Administrative Support Specialist

Administrative Support Specialist

The Administrative Support Specialist is responsible for the day-to-day administrative operations and activities of the Dean's office and provides clerical, financial, payroll, hiring, communication, and operational support for the College. The Administrative Support Specialist coordinates a variety of functions to ensure efficient office operations while serving faculty, staff, students, and external partners and is responsible for maintain personnel records, performing budget and payroll duties, and maintaining inventories of equipment and supplies. This position is governed by state and federal laws and institution policy.

Duties & Responsibilities:

• Coordinates hiring processes for Summer I & II, Fall, and Spring semester faculty, including adjuncts and full-time faculty.
• Processes payroll transactions, including EPAFs and Taleo documentation.
• Coordinates with Human Resources and university departments to complete hiring requirements and onboarding.
• Submits IT requests for new and existing employees, including email, software, and system access.
• Assists other departments with EPAF processing when additional support is needed.
• Maintains hiring records and monitors the status of approvals to ensure timely payroll processing.
• Provides guidance to faculty regarding hiring and payroll procedures.
• Maintains departmental spending logs and monitors available budget balances.
• Orders and purchases supplies for the College.
• Processes payment requisitions, quote requests, purchase order requests, and invoices for payment.
• Coordinates travel requests and reimbursement documentation.
• Maintains accurate financial records and purchasing documentation.
• Works closely with Procurement and Travel Services regarding purchasing and travel procedures.
• Coordinates communications among faculty, staff, and departments within the College.
• Maintains electronic filing systems and departmental records.
• Schedules meetings and reserves facilities.
• Coordinates catering and meeting logistics.
• Assists with advisory board meetings and prepares materials as needed.
• Assists with planning and coordinating summer camps and special events.
• Proctor's examinations as assigned.
• Coordinates work order requests and building maintenance needs with appropriate campus departments.
• Assists students by providing information regarding academic programs, program requirements, previous course syllabi, and other college resources.
• Coordinates graduation application drop-off and pick-up processes.
• Responds to student, parent, faculty, and staff inquiries via phone, email, and in person.
• Directs individuals to the appropriate campus resources when necessary.
• Collects and processes annual faculty and adjunct documentation.
• Sends communications requesting course-related materials and required faculty information.
• Assists with marketing initiatives for departmental events and summer camps.
• Shares promotional content through social media platforms.
• Research and compiles contact information for local schools and organizations to support student recruitment efforts.
• Coordinates internal communications throughout the College.
• Serves as liaison with Human Resources, Procurement, Travel Services, Information Technology, and other university departments.
• Coordinates vendor paperwork and payment documentation for guest artists, consultants, and external reviewers.
• Works with program reviewers and representatives from other institutions regarding contractual and payment requirements.
• Initiates work orders for maintenance and facility-related issues.
• Coordinates technology and building access requests for faculty and staff.
• Maintains records related to departmental operations.
• Assists with maintaining efficient office procedures and workflow.
• Provides front office support by greeting visitors, answering phones, maintaining call logs, and directing inquiries appropriately.
• Exercises independent judgment when submitting work orders and coordinating operational requests.
• Determines appropriate routing of student, faculty, and public inquiries.
• Processes hiring, payroll, purchasing, travel, and payment documentation in accordance with university policies.
• Coordinates communications and follows up on requests to ensure deadlines are met.
• Independently resolves routine administrative issues while consulting the Dean on complex matters.
• Resolves hiring and payroll issues related to EPAFs and position assignments.
• Maintains departmental budgets and spending records while ensuring compliance with university deadlines.
• Coordinates purchasing and payment requests.
• Assists students, parents, faculty, and staff in resolving questions and locating needed information.
• Follows up on outstanding financial documentation and required approvals to maintain compliance.

Knowledge, Skills, and Qualifications:

• Excellent communication, customer service, and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to manage multiple projects while meeting deadlines.
• Knowledge of payroll, hiring procedures, purchasing, budgeting, and travel processes.
• Proficiency with Microsoft Office Suite and university administrative systems, including Taleo and EPAF processes.
• Ability to maintain confidentiality and exercise sound judgment.
• Self-motivated, detail-oriented, adaptable, and able to work independently.
• Demonstrates professionalism, teamwork, flexibility, and initiative.
• Strong written and verbal communication skills.
• Ability to learn and adapt to new systems, software, and university procedures.

Physical and Office Responsibilities:

This position serves as the primary office receptionist by greeting visitors, screening telephone calls, providing information and assistance, directing inquiries, maintaining records, and performing other administrative duties as assigned. The position requires regular interaction with faculty, staff, students, parents, alumni, vendors, and the general public.

General Days/Hours:

Monday - Friday 8:00 a.m. - 5:00 p.m. Additional hours as requested and/or needed Regular and reliable attendance

Other:

Please note: all position postings close at 12:00 A.M. CST on the position closing date The successful candidate must maintain confidentiality while demonstrating professionalism, dependability, sound judgment, initiative, problem-solving abilities, adaptability, and excellent customer service. Proficiency with Microsoft Office applications and university software systems is required, along with the ability to efficiently manage resources, analyze information, and support the operational goals of the College.

Minimum Qualifications:

Candidates should possess the equivalent of a high school diploma; additional college coursework or related administrative experience is preferred. Relevant education and experience may be substituted where appropriate.

Arkansas State University