Administrative Specialist

Ohio University • Athens, OH • 5d ago

Job Description:

Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.

Job Responsibilities

May supervise or oversee the work of Technical & Administrative Support staff and/or student employees.

Resolves complex and unique problems that require an ability to interpret established policies and procedures.

Oversees department unit administrative processes.

Coordinates complex processes and initiatives such as grant proposals, contracts /or complex academic processes such as tenure case approvals, faculty searches, complicated course scheduling or sensitive graduate application processes.

Plans and implements projects, special events, and/or programs that require a high level of coordination with multiple constituents and departments.

Composes and edits internal and external correspondence and documents, including such things as manuscript submissions for scientific journals.

Manages academic courses and textbook information. Plans and maintains website as well as other department publications.

Prepares and monitors internal budget and other financial documents for a departmental work unit. Recommends purchases. Reviews and follows up on discrepancies in standard expenditures.

Department Specific Job Responsibilities:

Utilizing department and/or University policies, practices, and procedures, provides high level administrative support to department. May utilize specific software to support operational tasks, to include but not limited to Work Force, Food Pro, EMS , Caterzen, Bobcat Buy, Point of Sale, finance related software. Maintain timely and accurate records for all tasks assigned. Train and supervise other staff to promote operational continuity. Process billing, payroll, leave of absence, invoices as assigned. Perform operational tasks within specified timelines with accuracy.

Maintain adequate office supplies. Assist the Executive Assistant as appropriate. Evaluates processes and provides recommendations for efficiencies or process improvement. Other duties as assigned.

Minimum Qualifications:

Knowledge of administrative practices, policies, procedures, office equipment, and computer software typically obtained by a high school degree or GED or equivalent and a minimum of 3 years related experience.

An equivalent combination of education, training, and experience is acceptable.

Specific knowledge, certifications, and licensure will apply at the position level.

Preferred Qualifications:

Associate's degree in business, accounting or related field

Valid driver's license

1-year experience in Work Force

Proficiency in Microsoft applications such as excel, word, teams, OneDrive

1-year experience in OBI

Planning Unit: Vice President for Finance & Administration

Department: Culinary Services

Applicants may contact this person if they have questions about this position: Anne K. Ward 593-2970

Employment Type: full-time regular

Advertised Salary:

The starting salary range begins at $16.84 and up to $21.48 per hour, dependent on education and prior experience while considering internal equity. Employees also enjoy a generous benefits package such as one meal per work shift, paid holidays, sick time, personal time, a tuition waiver up to 100% for self and dependents, a comprehensive insurance package (including but not limited to prescription, vision, dental, and life insurance), an excellent retirement plan with up to a 14% company contribution, a 12-week parental leave program, and more. Additional information is available at https://www.ohio.edu/hr/benefits.

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