Position Summary:

The Administrative Specialist is located in the College of Arts and Science Dean’s Office is responsible for managing the administration of the Collaborative Humanities Postdoctoral Program (CHPP) and The Rogers Center for the American Presidency. The Administrative Specialist will report directly to the Senior Administrative Officer and is responsible for a variety of administrative tasks for various areas throughout the college. This position will engage with a wide range of colleagues (faculty, staff, and students), in various areas and central offices. This role requires problem-solving skills and the ability to take responsibility for the success of various tasks and projects. The position requires a thorough understanding of University policies and procedures.

Key Functions and Expected Performance:

Program Support

Managing the administration of the Collaborative Humanities Postdoctoral Program Coordinate with Director, A&S Dean’s Office, and OPA on postdoc appointments and reappointments. Communicate with postdoc “home” departments on hiring, teaching arrangements, appointment renewals, mentor assignments, etc. Serves as a point of contact for both current and prospective postdocs. Maintaining the calendar of various deadlines related to the program. Management and organization of admissions and recruitment processes Coordinate applications via Interfolio  Schedule and execute annual postdoc orientation. Diligent record keeping and updating for all program files. Serve as a principal liaison between postdocs, mentors, staff, and/or A&S Dean’s office on day-to-day programmatic, operational, and administrative issues. Assist the Financial Unit Manager (FUM) with budgeting for the program, including postdoc salary, research funds, mentor payments, event expenses, etc.

Financial Responsibilities

One Card purchasing contact Process procurement purchases and payments Serve as point of contact for supplier/vendor registration Provide guidance to stakeholders on contract and purchasing procedures Place orders for departmental supplies Ensure that purchasing policies are being followed Serve as point of contact for faculty, postdocs, and students for expense report

Event Support 

Manage and coordinate a diverse range of events, such as guest speaker session, seminars, lectures, conferences, workshops, webinars, departmental parties, etc. ensuring their successful execution and impact.  Coordination of logistics for all events (venue booking, scheduling speakers, A/V support, catering, etc.). Process all payments related to events (honoraria, guest reimbursements, catering, etc.) Serving as Guest Travel Coordinator

Other

Problem Solve Other duties as assigned.

Supervisory Relationships:

The Administrative Specialist does not have supervisory responsibilities. The position will report administratively & functionally to the Senior Administrative Officer.

Education and Certifications:

A Bachelor’s degree from an accredited institution of higher education is preferred.

Experience and Skills:

Experience working in a higher education/academic setting is preferred. Strong interpersonal communication skills are necessary. Demonstrated ability to take responsibility for projects, and to work independently and collaboratively is necessary. Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary. Strong organizational skills including attention to detail are necessary. Ability to analyze problems and to develop effective solutions in a timely manner is necessary. Knowledge of University policies, processes, and procedures is preferred. Microsoft Office proficiency (including Word and Excel) and Adobe Professional is strongly preferred.