Administrative Specialist

Langston-University; Langston (OK); On-site; USD 34,000 - 39,000; Full time

Job summary

Langston University in Langston, OK seeks an Administrative Specialist to be the primary front-office contact for the President's Suite, delivering high-level administrative support and ensuring a professional first impression.

You will greet visitors, handle sensitive information, coordinate mail and supplies, assist with travel, meeting prep, and on-site events such as commencements and games, reporting to the Executive Assistant to the President.

Qualifications

• Associate's degree or higher from an accredited institution or equivalent combination of education and relevant experience.
• Three or more years of progressively responsible administrative or office support experience.
• Ability to handle confidential and sensitive information with professionalism.
• Strong organizational, communication, and interpersonal skills.
• Proficiency with Microsoft 365 applications including Word, Excel, Outlook, PowerPoint, Teams, SharePoint, and electronic records management systems.
• Ability to learn and navigate university business systems for personnel actions, procurement, and records.

Responsibilities

• Open and prepare the Office of the President each business day, ensuring a professional, polished, and welcoming environment.
• Serve as the first point of contact for visitors, students, faculty, staff, and external stakeholders, demonstrating exceptional customer service, professionalism, and discretion.
• Manage incoming and outgoing mail, deliveries, and correspondence.
• Maintain office supplies, branded materials; place orders as needed.
• Coordinate equipment service requests and submit work orders for building and room needs.
• Maintain organized electronic and physical filing systems for active and inactive records.
• Retrieve and provide requested information to support executive office operations.
• Draft routine correspondence and assist with presentations and reports.
• Prepare meeting materials, agendas, packets, and supporting documents.
• Track and monitor follow-up items assigned through the Office of the President.
• Assist with travel arrangements and related documentation as assigned.
• Assist with oversight of operations and provide on-site support during commencement and home football games.
• Provide day-to-day guidance to student employees assigned to the Office of the President, including scheduling and time approval.
• Perform other duties as assigned to support the overall operations and objectives of the Office of the President (including tasks such as event preparation, invoice processing, procurement requests, reconciliation of purchasing documents, meeting logistics, and catering coordination).

Skills

Organizational skills

Communication skills

Interpersonal skills

Confidentiality

Administrative experience

Adaptability

Education

Associate's degree or higher

Bachelor's degree (preferred)

Tools

Microsoft 365

Job description

Campus

LANGSTON

Contact Name & Email

Human Resources, [e-mail]

Work Schedule

Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$34,000 - $39,000

Commensurate with education and experience

About this Position

The Office of the President is seeking a highly professional, polished, and service-oriented Administrative Specialist to serve as the primary point of contact in the front office of the President's Suite by providing high-level administrative support. This role is critical as it is one of the University's first impressions and requires a consistently high level of professionalism in both attire and conduct.

The Administrative Specialist serves as a key resource to both internal and external stakeholders and is responsible for opening the office each day, greeting and directing visitors, and coordinating general office functions to ensure the Office of the President operates smoothly. This position reports directly to the Executive Assistant to the President and provides administrative support, responding to time-sensitive requests at the direction of the President and the President's Executive Assistant. The role requires discretion, sound judgment, flexibility, and the ability to adapt to changing priorities, particularly when handling sensitive and confidential information related to Human Resources, fiscal matters, and University business operations.

*This position requires 100% on-site presence; no remote work option is available.

Key Duties and Responsibilities

• Open and prepare the Office of the President each business day, ensuring a professional, polished, and welcoming environment appropriate for an executive office.
• Serve as the first point of contact for visitors, students, faculty, staff, and external stakeholders, demonstrating exceptional customer service, professionalism, and discretion.
• Manage incoming and outgoing mail, deliveries, and correspondence.
• Maintain office supplies, branded materials; place orders as needed.
• Coordinate equipment service requests and submit work orders for building and room needs.
• Maintain organized electronic and physical filing systems for active and inactive records.
• Retrieve and provide requested information to support executive office operations.
• Draft routine correspondence and assist with presentations and reports.
• Prepare meeting materials, agendas, packets, and supporting documents.
• Track and monitor follow-up items assigned through the Office of the President.
• Assist with travel arrangements and related documentation as assigned.
• Assist with oversight of operations and provide on-site support during commencement and home football games.
• Provide day-to-day guidance to student employees assigned to the Office of the President, including scheduling and time approval.
• Perform other duties as assigned to support the overall operations and objectives of the Office of the President (including tasks such as event preparation, invoice processing, procurement requests, reconciliation of purchasing documents, meeting logistics, and catering coordination).

Required Qualifications

• Associate's degree or higher from an accredited institution or equivalent combination of education and relevant experience.
• Three (3) or more years of progressively responsible administrative or office support experience.
• Demonstrated ability to handle confidential and sensitive information with professionalism.
• Strong organizational, communication, and interpersonal skills.
• Proficiency with Microsoft 365 applications including Word, Excel, Outlook, PowerPoint, Teams, SharePoint, and electronic records management systems.
• Ability to quickly learn and navigate university business systems used to process personnel actions, manage procurement and purchasing requests, maintain records, and support administrative operations.

Preferred Qualifications

• Bachelor's degree from an accredited institution.
• Experience supporting an executive-level or higher education office.
• Familiarity with procurement systems such as SciQuest/OK Corral.
• Experience coordinating meetings, events, or executive communications.

Knowledge, Skills, and Abilities

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professional demeanor with strong customer service skills.
• Ability to work effectively with diverse populations, including students, faculty, administrators, and external partners.
• Strong attention to detail and follow-through.

Professional Standards

This position represents the Office of the President and the University to internal and external audiences. The successful candidate is expected to always maintain a high standard of professionalism, including appropriate business attire, professional demeanor, confidentiality, and respectful communication.

Why Join the Office of the President

This role offers the opportunity to provide essential support to the Office of the President, contributing to the smooth operation of the executive office and to initiatives that advance the University's mission and strategic objectives.