Administrative Specialist III

University of Idaho Careers; Moscow (ID); On-site; USD 33,000 - 44,000; Full time

Job summary

University of Idaho in Moscow, Idaho seeks an Administrative Specialist III to provide advanced operational and programmatic support to visitors, students, and employees. The role involves navigating complex administrative processes, coordinating calendars, and assisting with meetings and events.

Responsibilities include maintaining office records, handling financial documents in university systems, and responding to inquiries related to university policies.

Qualifications

• Three years performing administrative or office support functions.
• Composing, proofing, and editing a variety of business documents with proper grammar and punctuation.
• Using computer software for word processing, spreadsheets, email, and internet research.

Responsibilities

• Coordinate office functions and maintain office processes, procedures and records.
• Provide administrative support and coordinate activities by prioritizing and responding to business matters.
• Respond to routine and moderately complex questions about unit/university policies and procedures.
• Support meetings and events; coordinate complex travel arrangements.
• Compose and distribute meeting notes and routine correspondence or reports.

Skills

Administrative tasks

Communication / proofreading

MS Office proficiency

Education

High School Diploma or equivalent

Tools

MS Office

Records management systems

Job description

Appointment Information

Working Title: Administrative Specialist III

Division/College: 3994-COE College of Engineering

Department: 831-COE College of Engineering

Location: Moscow

FTE: 1

Advertising Pay Range: $24.03 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 works with a high degree of initiative to provide advanced operational and programmatic support to visitors, students and employees by navigating and advising others on a variety of administrative processes, procedures and cyclical calendars of activities critical to the operation of the unit within the broader university. 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:

• Coordinate office functions and maintain office processes, procedures, and records
• Provide administrative support and coordinate activities of a department or unit by prioritizing, directing and responding to business matters involving university administrative functions
• Respond to routine and moderately complex questions/issues concerning unit/university policies, processes and procedures from internal and external contacts
• Support regular and non-routine meetings and events; coordinate complex travel arrangements
• Compose and distribute meeting notes and routine correspondence or reports, such as presentations, statistical or monthly activity reports
• Maintain individual and office calendars
• Utilize university systems to create, review and submit financial documents including travel claims, purchasing card expense reports, claim vouchers, requisitions, purchase orders and deposit forms; may provide routine financial reports to unit administrator
• May supervise or direct the work of others
• Other duties as assigned

Required Experience:

• Three years performing administrative or office support functions
• Composing, proofing, and editing a variety of business documents, using proper grammar and punctuation as demonstrated in application materials
• Using computer software and applications for word processing, spreadsheets, email, and internet research

Required Education:

• High School Diploma or equivalent

Required Other:

None

Additional Preferred:

Preferred Education:

• Associate’s or Bachelor’s degree

Experience in/with:

• Working in higher education or demonstrating an understanding of higher education policies and procedures
• Providing customer service
• Maintaining strict confidentiality
• Prioritizing competing projects, requests, and deadlines to ensure timely completion of activities while adhering to deadlines.
• 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
• Taking initiative and setting or following priorities
• Editing and writing business correspondence using proper grammar and punctuation as demonstrated in application materials

Physical Requirements and Working Conditions:

None

Posting Information

Open Until Filled: True

Visa Sponsorship: No

Degree Requirement Timeline: Degree required at time of hire