Administrative Specialist
Inside Higher Ed, Virginia, MN, United States
Summary: The Administrative Specialist serves as the assistant to the dean. The Administrative Specialist also performs a variety of office support duties for the deans, such as composing and word processing a variety of standard documents and correspondence, relaying and resolving routine telephone and walk‑up inquiries, scheduling calendar items and meetings, processing forms, and establishing and maintaining records. The Administrative Specialist maintains the budget for the dean's office, manages event planning for major programs and celebrations, and compiles statistical data that assists in monitoring the progress and success in meeting strategic objectives. The Administrative Specialist uses sound judgment in making decisions impacting the office and students.
Job Duties / Responsibilities
Administrative Coordination and Support for Recruitment and Yield Events
Supports logistical arrangements for visitor programs and events, including obtaining venues, managing venue contracts, and other administrative needs for events.
Manages non‑employee travel and hotel reservations; manages and audits transportation grants and reimbursements for prospective and admitted students.
Provides support in building management in the Queally Center.
Provides support for travel, including event logistics, purchasing card/cash advances, and technological needs.
Assists with office, email inbox, and phone coverage.
Administrative Coordination and Support for Recruitment and Marketing Projects
Provides strategic support for marketing and events projects, including scheduling, recruitment vendor support, recruitment and events budget tracking, inventory management, and other projects.
Supports management of student employees.
Supports a wide range of project work in CRM/Slate, including event support, digital communication, reporting, etc.
Supports other marketing, communications, and recruitment initiatives.
Direct Administrative Support to Directors of Admission
Maintains the highest degree of privacy and confidentiality given the extremely sensitive nature of both academic and personal student information the Directors of Admission handle daily.
Prepares office documents, develops and revises office manuals, proposals, and comprehensive reports for various internal and external constituencies.
Corresponds with various internal and external audiences via telephone, email, or memorandum on behalf of the directors.
Maintains meeting minutes, calendars, databases, and files.
Plans and schedules on‑ and off‑campus meetings; creates agendas and itineraries.
Provides logistical travel support to directors, including making appointments, creating itineraries in CRM/Slate, scheduling meetings with alumni, parents, prospective students, travel credit card allocation, and other external constituencies, as well as follow‑up correspondence and activities.
Executes contract processes in the ESM Solutions Contract Management Portal for the Admission Department, including event related contracts.
Qualifications
Excellent communication skills, both orally and in writing.
Ability to organize and complete multiple priorities in a dynamic office environment.
Ability to perform accounting procedures and to administer multiple budgets.
Ability to plan and coordinate logistics for events with attendance of between 30 and 400 participants.
Ability to maintain confidentiality of records and information.
Problem‑solving skills and the ability to work independently.
Ability to work as part of a team.
Strong proofreading and editing skills.
Competency in word processing and spreadsheet software (Microsoft Office), Banner, and Cascade is highly desired.
Competency in social media and web‑design platforms is highly desired.
Working knowledge of academic policies and procedures and the ability to apply this knowledge daily in interacting with faculty, staff, students, parents/families, and other constituents is highly desired.
Education & Experience
Bachelor's degree.
Minimum 3 years of administrative support experience in a professional office setting.
Experience supporting administrative needs, including calendar management, travel planning, reporting, and projects.
Work Hours
Full‑time, non‑exempt position.
Monday‑Friday, 8:30 a.m. – 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week.
Salary Structure
Pay Grade 5 (Hiring Range $19.72 to $26.13 per hour)
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Job Duties / Responsibilities
Administrative Coordination and Support for Recruitment and Yield Events
Supports logistical arrangements for visitor programs and events, including obtaining venues, managing venue contracts, and other administrative needs for events.
Manages non‑employee travel and hotel reservations; manages and audits transportation grants and reimbursements for prospective and admitted students.
Provides support in building management in the Queally Center.
Provides support for travel, including event logistics, purchasing card/cash advances, and technological needs.
Assists with office, email inbox, and phone coverage.
Administrative Coordination and Support for Recruitment and Marketing Projects
Provides strategic support for marketing and events projects, including scheduling, recruitment vendor support, recruitment and events budget tracking, inventory management, and other projects.
Supports management of student employees.
Supports a wide range of project work in CRM/Slate, including event support, digital communication, reporting, etc.
Supports other marketing, communications, and recruitment initiatives.
Direct Administrative Support to Directors of Admission
Maintains the highest degree of privacy and confidentiality given the extremely sensitive nature of both academic and personal student information the Directors of Admission handle daily.
Prepares office documents, develops and revises office manuals, proposals, and comprehensive reports for various internal and external constituencies.
Corresponds with various internal and external audiences via telephone, email, or memorandum on behalf of the directors.
Maintains meeting minutes, calendars, databases, and files.
Plans and schedules on‑ and off‑campus meetings; creates agendas and itineraries.
Provides logistical travel support to directors, including making appointments, creating itineraries in CRM/Slate, scheduling meetings with alumni, parents, prospective students, travel credit card allocation, and other external constituencies, as well as follow‑up correspondence and activities.
Executes contract processes in the ESM Solutions Contract Management Portal for the Admission Department, including event related contracts.
Qualifications
Excellent communication skills, both orally and in writing.
Ability to organize and complete multiple priorities in a dynamic office environment.
Ability to perform accounting procedures and to administer multiple budgets.
Ability to plan and coordinate logistics for events with attendance of between 30 and 400 participants.
Ability to maintain confidentiality of records and information.
Problem‑solving skills and the ability to work independently.
Ability to work as part of a team.
Strong proofreading and editing skills.
Competency in word processing and spreadsheet software (Microsoft Office), Banner, and Cascade is highly desired.
Competency in social media and web‑design platforms is highly desired.
Working knowledge of academic policies and procedures and the ability to apply this knowledge daily in interacting with faculty, staff, students, parents/families, and other constituents is highly desired.
Education & Experience
Bachelor's degree.
Minimum 3 years of administrative support experience in a professional office setting.
Experience supporting administrative needs, including calendar management, travel planning, reporting, and projects.
Work Hours
Full‑time, non‑exempt position.
Monday‑Friday, 8:30 a.m. – 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week.
Salary Structure
Pay Grade 5 (Hiring Range $19.72 to $26.13 per hour)
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