Administrative Support Specialist

Administrative Support Specialist

Position Summary: The Administrative Support Specialist will coordinate and manage office activities related to the Department of Business/Finance to ensure consistent and efficient operation. The position will prepare and disseminate reports, prepare and balance AMEX reports for dissemination to the Travel and Dean's offices, assist with the preparation of documents for meetings, prepare minutes of meetings, prepare purchase requisitions, obtain purchase orders, and work with each department in SOD relative to their purchasing needs. The incumbent will work directly with vendors, the MMC Accounts Payable office, the MMC Purchasing office, Grants and the SOD Dean's office. The Administrative Support Specialist will make work-related decisions in accordance with existing policies and procedures.

Essential Functions (Principal Duties and Job Responsibilities):

• Manage the vendor invoice process by researching invoices, preparing requisitions, ordering supplies, working with the Vice Dean for approval of various items, obtaining approval from Grants (when required), and following up with accounts payable and vendors to ascertain payment has been made. Supplies will need to be accounted for upon receipt and distributed to the relevant departments.
• Manage emails, telephone, calendar, and travel arrangements of the Associate Dean of Business/Finance
• Preparation, balancing, and distribution of AMEX reports to various departments and divisions with accuracy and promptly.
• Manage the organization of contracts for the SOD, which includes correspondence with the companies, SOD department chairs, the Vice Dean, and prepare written communication to the Fiscal Officer and Associate Dean B/F of required renewals. Follow up to confirm that the renewals have been processed and distributed appropriately.
• Preparation of worksheets, minutes, organizing department meetings, and other duties assigned in the department of Business/Finance.
• Accounting for and maintaining control of computer equipment and printers, and also working with IT relative to the computer needs of SOD, as it relates to ordering, etc. The position will work directly with DEX in the billing and location of all printers in SOD.

Knowledge, Skills and Abilities Required:

• Excellent organization and time management skills and ability to function as a self-starter.
• Maintain comprehensive knowledge of institutional policies, procedures, and organizational structure.
• Demonstrated knowledge of office proficiency in various PC based applications such as Microsoft Office, Outlook, Excel, Power Point, etc.
• Excellent interpersonal skills are required to establish and maintain effective working relationships with SOD departments and outside contacts.
• Strong composition and editing skills.
• Demonstrated knowledge of various social media platforms and processes.
• Ability to plan, schedule, and coordinate meetings.
• Ability to effectively manage emails and calendars.
• Ability to maintain confidentiality.

Knowledge, Skills, Abilities Preferred:

• Demonstrated attention to detail.
• Professional attitude
• Ability to handle conflicts effectively.

Education and Experience Required:

• Bachelor's degree from an accredited College or university.
• Minimum of two years of administrative experience.

Education and Experience Preferred:

• N/A

Licensure, Certification or Registration Required:

• N/A

Licensure, Certification or Registration Preferred:

• N/A