Administrative Specialist II

University of California; Moscow (ID); On-site; USD 25,000 - 28,000; Part time

Job summary

University of Idaho seeks an administrative coordinator to serve as a front-line representative, supporting visitors, students, and staff while handling a range of operational tasks. You will manage documentation, schedules, travel logistics, and data entry, ensuring accuracy and compliance with university procedures.

The role emphasizes problem solving, independent work, and collaboration with campus partners.

Qualifications

• High School Diploma or equivalent required.
• One year of office support experience including document or records management, and reception or customer service.
• Experience in customer service environment is preferred.
• Knowledge of University policies and procedures is beneficial.
• Experience with databases and data collection is advantageous.

Responsibilities

• Greet visitors and respond to inquiries; provide information about office services and processes.
• Compose, proofread, edit, and distribute business documents and routine reports.
• Maintain schedules and event calendars; coordinate travel and meeting logistics.
• Enter and validate data in electronic systems; ensure accuracy and compliance.
• Identify process improvements in workflow and records management.

Skills

Customer service

Administrative support

Data entry

Scheduling

Travel coordination

Data management

Editing

Research

Records management

Problem solving

Education

High School Diploma or equivalent

Associate’s or Bachelor’s degree preferred

Tools

Banner

Job description

This position focuses on a variety of customer service, program, and support functions at the University of Idaho Coeur d’Alene ( UICDA ). The incumbent is the front-line representative and serves as a member of UICDA . The incumbent supports the UICDA team and provides information to the public, employers, alumni, current and prospective students, and faculty/staff.

Position Overview

The position provides a wide range of operational support to visitors, students and employees, navigating a variety of administrative processes, procedures and cyclical calendars of activities critical to the operation of the unit within the broader university. The primary responsibility is to serve as administrative process expert and coordinator. The position may serve as first point of contact for the department while also performing administrative functions such as researching information and solving problems for faculty, staff and students, and providing program and/or event assistance.
Duties may include:

• Compose, proofread, edit and distribute a variety of business documents and routine reports
• Maintain schedules and event calendars
• Coordinate logistics for regular travel and meetings
• Collect and organize data, enter information into various electronic systems in accordance with university or department procedure to ensure accuracy and compliance, validate information and resolve conflicts in data
• Review internal operating procedures and practices to determine whether improvements can be made in areas such as workflow and records management
• Greet office visitors and respond to incoming calls and email correspondence. Provide information about office services and processes, redirect inquiries to appropriate offices/individuals
• One year performing office support functions such as document or records management, composing or editing and formatting business documents, reception and/or customer service
• Using computer software and applications for word processing, spreadsheets, email and internet research
• Balancing a workload of assigned tasks to meet multiple deadlines

Required Education

• High School Diploma or equivalent

Required Other

• None

Additional Preferred

• Associate’s or Bachelor’s degree, Bachelor’s preferred
• Two years of administrative experience; independently solving problems/performing liaison activities in a work setting; coordinating activities requiring complex arrangements; developing and summarizing material for reports on a frequent or recurring basis; providing office support functions; composing a variety of business documents; researching, compiling, and summarizing data for reports
• Experience working in customer service environment
• Ability to work cooperatively with on- and off- campus organizations
• Handling multiple projects simultaneously and respond to the needs of staff and clientele
• Knowledge of University of Idaho policies and procedures
• Experience working independently, with minimal supervision
• Editing and writing business correspondence using proper grammar and punctuation as demonstrated in application materials
• Experience using computer information systems that manage an organization’s finances, business processes and/or records
• Using computers for word processing, email, internet searches, data organization and records management
• Experience collecting and compiling data
• Experience with database management
• Knowledge of Banner

Physical Requirements & Working Conditions

• None

Degree Requirement

Posting Information

FLSA Status

FLSA Status Non-Exempt

Employee Category

Employee Category Classified

Pay Range

Pay Range $18.79 per hour or higher depending on education and experience

Type of Appointment

Fiscal Year

FTE

0.65

Full Time/Part Time

Full Time/Part Time Part Time

Funding

A visa sponsorship is available for the position listed in this vacancy.

A visa sponsorship is available for the position listed in this vacancy. No

Posting Date

07/28/2026

Closing Date

Open Until Filled Yes

Special Instructions to Applicants

Applications received by August 11, 2026 will receive first consideration.

Applicants who are selected as final possible candidates must be able to pass a criminal background check.

EEO Statement

The University of Idaho is an equal employment opportunity employer, including veterans and individuals with disabilities.

Required Documents

• Resume/CV
• Cover Letter/Letter of Application
• List of References

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity?
  • Academic Careers
  • Association of Public and Land Grant Universities (APLU)
  • Chronicle
  • Facebook
  • HigherEd/Academic Impressions
  • Higher Ed Jobs
  • Idaho Department of Labor/Job Service including Job Central or Idaho Works (Idahoworks.gov)
  • Indeed.com
  • Inside Higher Ed
  • LinkedIn
  • Newspaper
  • Other Venue
  • Professional Listservs (Ex: NACUBO, AAAE, ISMC, etc.)
  • University of Idaho Website
  • University of Idaho Daily Register
  • University of Idaho Employee
  • Word of Mouth
  • Militaryjob.com
  • DSPSjobs.com
  • Higher Education Recruitment Consortium (HERC)
• * Were you referred to this employment opportunity by a current University of Idaho employee? If so, please provide their name and department.

  (Open Ended Question)