The Administrative Specialist provides a comprehensive knowledge of the SON and its programs, personnel, policies, and procedures. The Administrative Specialist provides the highest level of quality and efficiency in organizing and orchestrating the flow of activities, calendar of events, correspondence, meetings, budget, internal relations, and research in providing support.
Primary Duties and Responsibilities:
Schedule meetings and appointments and maintain Outlook calendars. Prepare agendas and packets, attend meetings, and take notes/minutes as needed.
Create and/or edit documents, spreadsheets, and reports. Proofread documents and correct errors, ensuring accuracy.
Manage correspondence and maintain archives.
Support School faculty committees, departments, and reviews as directed by the Dean.
Serves as meeting planner for leadership groups, e.g. scheduling, reservation, catering, etc.
Make travel arrangements as needed for guests, external reviewers, students, or faculty for University-sponsored travel.
Direct visitors and respond to inquiries, providing excellent internal and external customer service.
Coordinate and manage databases, handbooks, policies and procedures to ensure accuracy, timeliness, and compliance.
Work closely with Administrative Specialists in the College of Arts and Sciences and the School of Business, assuring consistency in processes common across the University.
Maintain confidentiality, including conversations, e-mail, and privileged documents. Familiar with and adheres to FERPA requirements.
Manages and prioritizes all primary duties and responsibilities in consultation with the Dean.
Oversees the functional operations and needs for the office.
Supports the accounts payable functions and monitors expenditures.
Monitor student worker job descriptions, searches, hiring, and evaluation.
Oversee and organize all School of confidential faculty and staff materials including hiring materials, appointment letters, salary information, contracts, evaluations, Oregon nursing licensure appointments and verification, and promotion and tenure materials.
Administer internal special or start-up funding and reporting.
Assist with academic program development support as needed.
Provide curricular support: curriculum development, course load management, course planning, University catalog maintenance, and additional duties as needed.
Assist faculty search committees in scheduling interviews, maintaining documents, familiarizing interviewees with the school and city and making travel, hotel, dining and entertaining arrangements as needed.
Other projects as assigned.
Bachelor’s degree and two to three years of experience of office and/or project management with increasing responsibility and self-motivated working practices required OR equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.
Excellent written and verbal communication skills, problem-solving skills, time management skills; and attention to detail.
Demonstrated ability to manage sensitive and/or confidential information.
Proficient level computer skills using Microsoft Office products including, Word, Excel, PowerPoint and web-based application software.
Demonstrated ability working with databases, data reporting, and queries.
Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks while working independently.
Ability to communicate and work effectively with a broad spectrum of people.
Ability to manage details of multiple and complex projects with firm timelines and schedules.
Ability to adapt to changing processes and procedures.
Self-motivated, punctual, reliable, organized and flexible.
Commitment to and experience with promoting and enhancing diversity, inclusion and equity.
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VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws.