Administrative Specialist II

University of Idaho Careers; Moscow (ID); On-site; USD 21,000 - 30,000; Full time

Job summary

University of Idaho in Moscow, Idaho is seeking an Administrative Specialist II to provide broad operational support to visitors, students and staff, serving as an administrative process expert and coordinator.

The role includes composing documents, maintaining calendars, coordinating travel and meetings, data entry, workflow improvement, greeting visitors, managing inventory and other duties as assigned.

Qualifications

• One year of office support experience including document or records management, composing or editing and formatting business documents, reception and/or customer service.
• Proficiency with word processing, spreadsheets, email and internet research.
• Ability to balance a workload to meet multiple deadlines.

Responsibilities

• 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.
• Enter data into various electronic systems with accuracy and due regard for procedures; resolve data conflicts.
• Review internal procedures to identify workflow and records management improvements.
• Greet visitors and respond to calls and emails; provide information about services and processes.
• Manage inventory.
• Other duties as assigned.

Education

High School Diploma or equivalent

Job description

Appointment Information

Working Title: Administrative Specialist II

Division/College:3994-COE College of Engineering

Department:831-COE College of Engineering

Location:Moscow

FTE:1

Advertising Pay Range:$18.79 per hour or higher commensurate with experience

Is this position contingent on work and/or funding:False

FLSA Status:Classified

Type of Appointment: Full Fiscal Year

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 an 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
• Manage inventory
• Other duties as assigned

Required Experience:

• 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:

• Bachelor’s Degree in business, finance or a related field
• Experience in providing excellent customer service
• Using MS Office and other complex software (such as financial and personnel records management systems) while completing administrative tasks
• Interpreting, applying, and explaining complex information such as regulations, policies or services
• Independently solving problems and performing liaison activities in a work setting and coordinating activities requiring complex processes
• Proclivity for identifying and implementing process efficiency improvements
• Ability to work effectively and cooperatively with multiple units and departments
• Providing proactive, strategic and detail-oriented approaches with a strong commitment to quality
• Independently solving problems and performing liaison activities in a work setting and coordinating activities requiring complex arrangements
• Editing and writing business correspondence using proper grammar and punctuation as demonstrated in application materials
• Experience collecting and compiling data

Physical Requirements and Working Conditions:

none

Posting Information

Open Until Filled:True

Visa Sponsorship:No

Degree Requirement Timeline:Degree required at time of hire