Administrative Specialist, The Department of Materials Science and Engineering

Pay Grade: 29E

Context of the Job:

Under the general direction of the Chair and Business Administrator, the Administrative Specialist will be expected to independently execute the duties of this position. The Administrative Specialist maintains well-organized systems of office practices to support the operations of the Department of Materials Science and Engineering and its administrative needs. The principal responsibility of this position is anticipating, coordinating, and executing all annual academic, recruitment, and outreach events in addition to ensuring the smooth operation of the department’s day-to-day operations.  As such, this position demands resourceful problem solving, tact, and the ability to maintain confidentiality. The Administrative Specialist interacts with faculty, students, College and University administrators, vendors, other educational institutions, alumni, and the External Advisory Committee as necessary to exchange information and/or solve problems and other issues. As one of the primary front-line representatives of the Materials Science and Engineering Department, this position greatly influences MSE’s reputation amongst alumni, the CoE community, and the University community.

Major Responsibilities:

• Under the direction of the Business Administrator, assist with all facets of the daily operations of the Department, ensuring compliance with university, state and federal laws, policies, and regulations. Serve as the first point of contact for the Department of Materials Science and Engineering—answering or directing queries via phone, email, or in person. These may include policy questions, as well as financial or administrative matters.
• Ensure that deliveries to department office are directed to the appropriate lab.
• Answer calls from faculty, staff, students, parents, and public; route calls as appropriate.
• Respond to and resolve non-routine inquiries independently when appropriate, using judgement to escalate complex matters to the appropriate individual within the University.
• Prepare high-level correspondence on behalf of the department, frequently managing sensitive and confidential information on behalf of the Department Chair and Business Administrator.
• Plan events with significant autonomy, including budgeting, execution, and follow-up activities. 
• Recommend improvements to the Business Administrator on administrative practices and procedures
• Review and assess reports from Development & Alumni Relations, prepare donor acknowledgement letters, and track and prepare financial reports on donations made to the department. Maintain listing of department alumni, disseminate correspondence and invitation to events as appropriate.
• Responsible for maintaining department website, updating current news, events, and department program information. Provide updates on the Department via various social media platforms (LinkedIn, Facebook, X, Instagram, etc.).
• Proactively monitor and maintain supply inventory, ordering office supplies as necessary.
• Schedule seminars, faculty meetings, student group meetings and other department events including reserving rooms, itinerary, hotel reservations and travel accommodation as needed.
• Monitors expenses for MSE Seminar budget.
• Support Faculty Search Committees, coordinating faculty recruitment efforts with the chair to arrange all candidate visits.
• Lead on department outreach, communication, and assist with recruitment events.
• Facilitate, manage, and organize events for department functions including: Welcome Reception, Department Holiday Gathering, Awards Banquet, Arts in Materials Contest, Student Symposium, MRS Career Day and Annual Events.
• Coordinate appropriate facilities, equipment, personnel schedules, catering, technology, logistical requirements for incoming candidates.
• Support faculty affairs processes including the tracking and support management of key faculty-related processes such as peer review, contract renewal, promotion and tenure, leave of absence, and faculty recruitment.
• In collaboration with the Promotion & Tenure chair, provide administrative support for the Promotion and Tenure process, including scheduling committee meetings, requesting recommendation letters, and facilitating the collection and distribution of the dossiers.
• Independently organize the annual External Advisory Council meeting.
• Submit requests for payments to individuals, vendor payments and financial record keeping as it relates to the departmental events.
• Serve as the primary point of contact for Concur and purchasing cards.
• Manage administrative and financial processes, including procurement, travel, expense reconciliation, and budget tracking in accordance with university policies; prepare and submit expense reports on behalf of faculty, ensuring compliance and efficient financial operations.
• Reconcile faculty procurement card transactions; work closely with the College Business Office to ensure proper adherence to governing policies.
• Help Business Administrator to manage and approve faculty and graduate student travel reimbursement request and expense reports in Concur.
• Ensure charges are allowable and in line with Department and University policy.
• Assist and serve as a backup to the Academic Program Coordinator inputting course schedules for Department of Materials Science and Engineering classes utilizing UDSIS.
• Utilize electronic systems such as UDSIS, PeopleSoft, Concur credit card system, and Microsoft Office Suite.
• Develop and maintain department and chair calendars. Schedules recurring and non-recurring appointments, meetings, and other events. Manages conference room scheduling.
• Manage all aspects related to student and miscellaneous wage employee hires, including coordinating with College HR personnel and the Office of International Students and Scholars. 
• Maintain Department personnel files, including time tracking for non-exempt employees. Edit and approve hours for student and miscellaneous employees using time tracking software. 
• Perform miscellaneous job-related duties as assigned.

Qualifications:

• Bachelor’s degree and three years of experience, or equivalent combination of education and experience.
• Knowledge and experience in office management procedures and best practices.
• Proficiency with social media platforms, Microsoft Office, Excel, PowerPoint, Google suite, with demonstrated ability to create spreadsheets and advanced word processing techniques. Experience with electronic information systems such as UDWorkforce, Concur and UDExchange.
• Strong analytical and critical thinking skills with the ability to analyze, summarize, and effectively present complex data.
• Skills in budget preparation and management preferred.
• Effective leadership, organizational, interpersonal, and communication skills.
• Effective verbal and written communication skills, including proficiency with grammar, punctuation, spelling, and composition.
• Ability to handle multiple assignments concurrently. Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
• Knowledge of University Policies and Procedures preferred.