JOB DESCRIPTION:Working in a fast-paced environment, the Administrative Specialist serves as an information hub, and problem-resolution resource at the front desk and will interact with a wide variety of researchers, ensuring the highest quality customer service. The position provides administrative and operational support working under general supervision.CORE DUTIES:Ensure a positive organizational image by providing courteous, friendly, and efficient service to all visitors and staff. Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.Process and monitor routine financial transactions, which may include researching and resolving discrepancies.Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.Assist with daily reading room operations, staff the registration desk, and enforce reading room rules and security.Perform office duties including, but not limited to, handling incoming and outgoing mail, entering data into basic tables/in-house software, reports or spreadsheets, and making copies.Maintain approved content on websites.Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.May serve as the point of contact for general maintenance, health and safety, and other facility concerns; report any incidents or potential safety problems to appropriate representatives. Track completion of required training.May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts and arrange travel in compliance with unit, university, and sponsor policies.The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.MINIMUM REQUIREMENTS:Education & Experience:High school diploma and three years of administrative experience, or a combination of education and relevant experience required.Relevant experience or interest in cultural heritage institutions (e.g. a library, archives, or museum) preferred.Knowledge, Skills, and Abilities:Proficient computer skills and demonstrated experience with office software and email applications.Demonstrated success in following through and completing routine tasks.Strong organizational skills and attention to detail.Strong verbal and written communication skills.Excellent customer service and interpersonal skills.Ability to prioritize and multi-task.
Job Types: Full-time, Contract
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Experience:
- Administrative Support: 2 years (Preferred)
Work Location: In person