Administrative Specialist

Administrative Specialist

The Administrative Specialist is primarily responsible for monitoring the fiscal activities of the Computing Resources department, to include tracking its budget, expenditure, and fixed and soft assets. Other responsibilities include purchasing, support for college and unit communications systems, assisting with HR processes, performing security audits, delivering training on and documentation of departmental and college procedures. The position is also expected to assist academic and other college units in areas of expertise as needed.

Responsibilities:

Fiscal

• Places orders in compliance with GMU and Commonwealth of Virginia (COV) requirements and monitors delivery;
• Monitors expenditures and budget compliance;
• Collaborates with Director to identify changes in budget for following year based on current year patterns and changes;
• Reconciles expenditures as required by GMU policies;
• Acts as fixed asset liaison for department and supports other CEC fixed asset liaisons;
• Ensures that all items classified as fixed assets per GMU and COV policy as well as those deemed tracked assets by CEC are properly logged in GMU asset tracking system; and
• Tracks software licenses as needed to ensure license compliance and timely renewals.

Communications, HR, and Training

• Supports college use of email lists and generic accounts;
• Acts as liaison with GMU IT office as needed to resolve problems;
• Populates listservs as needed to meet unit needs;
• Serves as Search Coordinator for hiring committees in department and others in CEC as needed;
• Assists as needed with hiring of Student Wage help desk employees;
• Assists CEC senior staff in developing training documentation for department procedures;
• Documents and maintains documentation for all procedures associated with role in CEC IT support, to include, but not limited to, listserv and generic account maintenance, purchasing procedures, and asset management; and
• Trains new staff in department or elsewhere in CEC on operational procedures.

Security

• Works with technical staff to ensure that data access rights align with employee status; and
• Works with college administrative staff to ensure accuracy of physical access lists.

Role Relief

• Assists or provides fill-in support in areas of expertise for other departments in CEC as needed for other staff in their absence.

Performs other duties as assigned

Required Qualifications:

• High school diploma or equivalent;
• Demonstrated experience in an enterprise or higher education office in a self-directed role (typically at least two years);
• Demonstrated experience developing documentation and delivering training (typically at least two years);
• Prior experience in organizing, prioritizing, and managing multiple tasks.
• Advanced functions of Microsoft Office 365 Suite: Access, Word, Excel;
• Understanding of enterprise budgeting, reconciliation, purchasing, and inventory processes;
• Understanding of enterprise HR policies;
• Technical writing, training, and documentation skills;
• Excellent customer service skills; and
• Excellent written and oral communication skills.

Preferred Qualifications:

• Bachelor's degree in related field;
• Demonstrated experience in managing fiscal functions (budget, procurement) in an enterprise or higher education environment; and
• Demonstrated experience in compliance with Commonwealth of Virginia policies and laws.

Instructions to Applicants:

For full consideration, applicants must apply for Administrative Specialist at Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.