Administrative Specialist II

UNIVERSITY OF THE VIRGIN ISLANDS; St. Thomas; On-site; USD 45,000; Full time

Job summary

An established institution of higher learning is seeking a dedicated administrative professional to support university executives and enhance operational efficiency. This role involves providing exceptional customer service, managing departmental files, and facilitating payroll reporting. The ideal candidate will thrive in a fast-paced environment, demonstrating strong organizational and interpersonal skills. With a focus on teamwork and communication, you'll play a pivotal role in ensuring smooth operations and supporting faculty and students alike. If you're passionate about contributing to the educational sector and possess the necessary qualifications, this opportunity is perfect for you.

Qualifications

• Associate Degree with 2-3 years of office experience required.
• Strong customer service and clerical skills are essential.

Responsibilities

• Provides administrative assistance to supervisor and maintains departmental files.
• Facilitates payroll reporting and prepares contracts for faculty and vendors.

Skills

Customer Service

Clerical Skills

Interpersonal Skills

Organizational Skills

Ability to Work Under Pressure

Excellent Oral and Written Skills

Education

Associate Degree

Bachelor’s Degree (Preferred)

Tools

Microsoft Word

Microsoft Excel

PeopleAdmin System

Microsoft PowerPoint

Job description

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

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Under general supervision, performs administrative work for a University executive and academic work unit. Maintains a high-level of trust and confidence. Demonstrates integrity, professionalism, and trustworthiness. Follows university policies and procedures in budgeting, purchasing and personnel. Reports to and provides administrative assistance to supervisor. Requires intermediate level of skill and responsibility in job series. Provides exceptional customer service to all constituents. The incumbent is the primary contact for students, faculty, and vendors.

Responsibilities

1. Provides administrative assistance to supervisor and supervisor’s direct reports.
2. Sets up and maintain electronic and hard copy departmental files in an organized manner.
3. Facilitates time and payroll reporting for staff, temporary employees, and student workers.
4. Prepares faculty and vendor contracts/records of appointment.
5. Recommends reallocation of funds and other actions to stay within budget; Develops reports utilizing Microsoft Word and/or PowerPoint.
6. Assists with preparation of posting vacancies in PeopleAdmin system and communicates with HR regarding external postings, as per recommendations of supervisor.
7. Assists with preparation for department meetings, testimonies before the Legislature, department social events, travel, and other functions; Prepares department meeting minutes.
8. Drafts and types correspondences, researches and answers nontechnical questions utilizing Microsoft Word.
9. Creates simple databases and spreadsheets; performs data analyses (e.g., sorting, tables, and basic statistics); designs tables and graphs using Excel spreadsheets.
10. Assists with maintaining current student listserv and advisor listing of enrolled education majors at the undergraduate and graduate levels, with assistance from the Registrar’s office.
11. Assists with completing and routing documents for electronic signature approval.
12. Updates School of Education webpage as needed.
13. Schedules speakers, facilities, equipment, travel, and hotel accommodations, as needed.
14. Refers students to the accurate faculty and/or CSS advisor based on desired educational objectives.
15. Proofreads all documents for accuracy of information, correct grammar, punctuation, spelling, and completion.
16. Ensures completeness of application for admission to School of Education and student teaching prior to seeking supervisor’s signature approval.
17. Relays messages from supervisor and other information to faculty, students, and other staff members; follows up on action items/work in progress.
18. Other duties as assigned.

Required Qualifications

Associate Degree with 2-3 years of experience working in an office environment; demonstrated ability to work in a fast-paced environment; customer service experience; clerical skills.

Knowledge, Skills & Abilities

1. Knowledge of UVI or higher education.
2. Knowledge of basic accounting/bookkeeping.
3. Clerical skills.
4. Ability to handle pressure/stress at times to meet deadlines, walk-ins and last-minute requests, multi-task.
5. Ability to organize, prioritize, and follow-through to completion multiple tasks.
6. Strong interpersonal skills.
7. Ability to work flexible hours.
8. Excellent oral and written skills.
9. Excellent customer service skills; ability to work with persons of diverse cultures.
10. Ability to work in a team environment and interact with internal and external stakeholders.
11. Ability to work with sensitive and/or proprietary information.

Preferred Qualifications

Bachelor’s degree preferred, 2-3 years of experience working in an office environment, particularly at an institution of higher learning.

Physical Demands

Must be able to travel for meetings, conferences, and training. Must have the ability to sit and work at a computer for extended periods of time. Work environment: The noise level in the work environment will be moderate.

Posting Number

Posting Number S366

Location

Location St. Thomas

Position Type

Position Type Full Time

Number of Vacancies

Number of Vacancies- part time 1

Posted Salary

$45,000.00

Open Date

Open Date 01/09/2025

Close Date

Close Date 02/09/2025

Special Instructions to Applicant

Email is the preferred method of communicating with applicants at the University of Virgin Islands. You will be required to supply your email address during the application process.

AMERICANS WITH DISABILITIES ACT (ADA) ACCOMMODATION:
In accordance with the Americans with Disabilities Act, anyone who needs an ADA accommodation for the purposes of employment should contact the Human Resources Office at [phone].

For information about relocating to the US Virgin Islands, please visit the Virgin Islands Moving Center at: www.vimovingcenter.com

Internal or Externally Advertised?

Internal or Externally Advertised? External

Supplemental Questions

Required fields are indicated with an asterisk (*).

• What type of degree do you hold?
  • BA
  • Master's Degree
  • PHD
  • High School Diploma
• Do you have any experience working in higher education?
  • No Response
  • Yes
  • No
• Have you completed a minimum of two years of college course work (40-48 semester hours)?
  • No Response
  • Yes
  • No
• What are the three words most commonly used to describe you?

  (Open Ended Question)

• Please list any of the following applications that you have experience using - Microsoft Word, Microsoft Excel, Microsoft Access, Microsoft Powerpoint, Publisher, Adobe Acrobat, Banner and Other?

  (Open Ended Question)

• Please describe your professional background as it pertains to this position in 25 words or less.

  (Open Ended Question)

• What is the highest level of education you have attained?
  • No Response
  • High School Diploma
  • Associate Degree
  • Baccalaureate Degree
• Describe any work experience relevant to this posting.

  (Open Ended Question)

• Give examples of experience you have had with multi-tasking.

  (Open Ended Question)

• What computer experience do you have?

  (Open Ended Question)

• Do you have at least two years of college or the equivalent?
  • No Response
  • Yes
  • No
• Do you have two years of full-time work experience in an office environment which includes interacting with the public through face-to-face, telephone, and written exchanges?
  • No Response
  • Yes
  • No
• Do you have networking skills and administrative experience?
  • No Response
  • Yes
  • No