Administrative Support Specialist

Administrative Support Position

The Harbert College of Business is seeking an Administrative Support position for the Operations department to support daily administrative, facilities, student employee, inventory, purchasing, and event-related needs. This position assists the Office Supervisor with maintaining organized, functional, and welcoming spaces across Lowder Hall and Horton-Hardgrave Hall and serves as a responsive point of support for faculty, staff, students, visitors, campus partners, and vendors. The position will also be cross trained to provide backup support during planned or unplanned absences, helping maintain daily workflow and continuity of operations.

Responsibilities include:

• Providing administrative and operational support for Operations, including maintaining records, office assignments, suite directories, nameplate requests, communication lists, shared calendars, and lost and found processes.
• Assisting with facilities and building operations by identifying concerns, submitting and tracking work orders, following up on maintenance requests, and coordinating with Facilities Management, ABM, vendors, and other campus partners.
• Supporting the condition and readiness of classrooms, offices, conference rooms, study areas, break rooms, mail rooms, courtyards, terraces, event spaces, and other shared areas in Lowder Hall and Horton-Hardgrave Hall.
• Assisting with recurring building and maintenance projects, including carpet cleaning, painting, floor care, furniture repairs or replacements, space improvements, and general building appearance needs.
• Supporting purchasing, invoicing, and inventory needs, including office and operational supplies, Staples orders, furniture requests, Harbert-branded water inventory and distribution, invoices, travel vouchers, purchase card reconciliation, and software invoicing as trained and assigned.
• Supporting the Operations student employee program by assisting with onboarding, scheduling, training, daily task coordination, time-off requests, timecard review, uniforms, nametags, and coverage needs for front desk, events, and operational tasks.
• Assisting with events and space support by preparing rooms, checking room readiness, arranging furniture moves, coordinating with HVAC, Facilities, and ABM as needed, and helping ensure appropriate student worker coverage for event needs.
• Coordinating vehicle and equipment needs, including maintenance, inspections, cleaning/detailing, repairs, and related records for department SUVs, golf carts, and operational equipment.
• Serving as a trained backup for selected Operations functions by monitoring operational requests, routing issues, following up on work orders, assisting with student employee coverage, coordinating supply needs, communicating with vendors or campus partners, and helping maintain daily office workflow during absences.
• Performing other duties as assigned to support the needs of the Operations department and the Harbert College of Business.

Qualifications include:

• Level I: High School Diploma or GED and 4 years of experience in administrative support services.
• Level II: High School Diploma or GED and 6 years of experience in administrative support services. Experience must include at least 2 years at the preceding level or equivalent.
• Substitutions allowed for experience: Yes, when a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Contract Type: Continuing

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