Administrative Specialist

POSITION SUMMARY:  

Administrative Specialist to the Executive Vice President and Chief of Staff, and Vice President of Strategic Initiatives, is a multi-faceted position designed intentionally to support multiple areas of the University with administrative support, hospitality, and organization to increase student and employee engagement across campus. Under the supervision of the Executive Vice President, the Administrative Specialist will independently perform a variety of administrative staff support duties that require a range of skills and knowledge of organizational policies and procedures while maintaining a confidential environment, maintaining and promoting a cooperative, collaborative, customer-focused work environment and effective communication between the Office of the Executive Vice President and students and the campus as a whole.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide support and assistance to the Executive Vice President/Chief of Staff and VP of Strategic Initiatives by performing various associated administrative, event planning, and academic activities.

• Assist with the management of guest housing requests in coordination with the key stakeholders on campus.  

• Provide administrative support to the Office of Financial Aid as directed by the Executive Vice President.

• Maintain the Student Center to ensure it is operational for student use.

• Assist with Recreation Desk functions, including supervision of Recreation Assistants, equipment maintenance, and operation of community-building events sponsored by the Recreation Desk.

• Work with the Admission, Enrollment, and Student Affairs to support events for students.

• Work with the Office of Human Resources and Office of Strategic Initiatives to coordinate and support events for employees.  

• Assist with the budget process, purchase requisitions management, and follow through for items needed by departments as designated by the Executive Vice-President.

• Manage critical leaders' credit card statements. 

• Organize meeting set up and bring a hospitable presence to meetings. 

• Assist with organizing vendors on campus, including but not limited to during Welcome Week, Career Fairs, Orientations, Empowerment Conferences, and Open House Events.

• Train student workers as needed. 

• Participate in campus and departmental collaborative activities.

• Support prospective student events.

• Support the VP of Strategic Initiatives in the administration of University Initiatives, such as Strategic Planning, Leadership Development, and the “Wouldn’t It Be Great If” process. 

• Provide general administrative and logistical support to the Campus Ministries team for the use and deployment of the iAttended software.

• Partner with Campus Ministries to provide hospitality, communication, and logistical support for Chapel Speakers and guests. 

• Monitor and audit student and employee attendance for Chapel and campus spiritual development activities.

• Coordinate and partner with stakeholders for community service activities.

• Performs other duties assigned by the Executive Vice President. 

SUPERVISORY RESPONSIBILITIES:

Carries out supervisory responsibilities following the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees and student workers as needed; planning, assigning, and directing work; appraising performance; rewarding and disciplining student workers; addressing complaints and resolving problems.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and/or ability required:

• Leadership skills: character, humility, vision, wisdom, integrity, empathy, persistence, compassion, discernment, commitment, confidence, a bias to action, the ability to resolve conflict, a servant’s heart, determination, creativity, self-discipline, love, loyalty, outstanding decision-making ability, engaged, authentic, transparent, a great strategic thinker, passion, a positive attitude. 

• Event planning and execution experience (strongly preferred).  

• Ability to manage multiple tasks and successfully meet deadlines.

• Prior work experience in higher education (strongly preferred).

• Ability to effectively communicate in person and writing and be able to speak publicly.

• Must possess high energy, be a self-starter, have attention to detail, and have the ability to organize effectively.

• A valid driver’s license, the ability to travel and work nights and weekends as necessary.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE:

• Bachelor's degree in a related field and three to five years of administrative-level support experience or an equivalent combination of education and experience.

• Effective oral and written communication skills are required. Requires a command of grammar, punctuation, spelling, and correct usage of the English language

COMPUTER SKILLS:

To perform this job successfully, an individual must be proficient in Microsoft Office applications.

Receptive and committed to learning and utilizing other software that supports the Office of the Executive Vice President.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. 

• Sitting or standing for long periods and frequent viewing of computer screens and other resources

• Hearting and speaking to exchange information in person and on the telephone.

• Seeing to read, prepare, and proofread documents and perform assigned duties.

• Lifting light objects up to 25 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WORK ENVIRONMENT:

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. 

• University hours are Monday-Thursday 8:00 am-6:00 pm and Friday 8:00 am- 5:00 pm.

• Most workspaces are set up in an open office environment.  

• Occasionally, nights and weekends are required for events.

• Some travel may be required using University vehicles. 

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.