TES Administrative Support Specialist

Auburn; Auburn (AL); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Generous benefits

Job summary

The Auburn University Office of the Vice President for University Outreach seeks an Administrative Support Specialist to anticipate and support administrative, budget, purchasing, financial, HR, and project needs for the Manager, Outreach Business Operations. This role helps manage daily operations and coordinates routine processes across reporting departments.

Responsibilities include ensuring policy compliance, facilitating travel, invoicing, records management, events, and clear communication

Qualifications

• High school diploma or equivalent with 4 years of relevant experience.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams.
• Strong written and verbal communication with faculty, staff, vendors, and university offices.

Responsibilities

• Provide office coverage, welcome office guests, manage calls, and distribute mail.
• Provide direct administrative support to the Manager, Outreach Business Operations, including meeting and event preparation, correspondence, document management, and follow-up on assigned tasks.
• Prepare agendas, notes, reports, presentations, correspondence, and other materials for the Manager and related office initiatives.
• Coordinate travel arrangements, expense vouchers, mail distribution, telephone coverage, visitor reception, and other clerical and operational support.
• Respond to inquiries by providing information, researching issues, and referring complex matters to the appropriate staff.

Skills

Strong organizational skills

Excellent written and verbal comunicat

Customer service

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

Outlook

Teams

Job description

Overview

The Office of the Vice President for University Outreach seeks a highly motivated Administrative Support Specialist who anticipates and supports the administrative, budget, purchasing, financial, human resources, and project needs of the Manager, Outreach Business Operations. The role supports VPUO’s transition to implementation of its strategic plan by helping manage daily business operations for the office and its reporting departments. Responsibilities include coordinating routine processes, ensuring compliance with university policies and procedures, and facilitating the timely completion of financial, HR, purchasing, event logistics and management, and other operational tasks.

Temporary Employment Services (TES), a unit of the Auburn University Department of Human Resources, is an in-house support center established to meet the temporary employment needs of the university. TES provides qualified and dedicated temporary employees in a wide variety of occupations to meet the staffing needs throughout the campus. Temporary employees are hired for a variety of reasons with the most common being:

• Assistance in the place of a regular employee who is absent for a specified period of time
• Additional assistance during periods of abnormal or peak workloads
• Assistance with special projects
• Seasonal work
• Emergencies

AU students are not eligible forTES.

Responsibilities

Essential Responsibilities

Administrative and Office Support

• Provide office coverage, welcome office guests, manage calls, and distribute mail.
• Provide direct administrative support to the Manager, Outreach Business Operations, including meeting and event preparation, correspondence, document management, and follow-up on assigned tasks.
• Prepare agendas, notes, reports, presentations, correspondence, and other materials for the Manager and related office initiatives.
• Coordinate travel arrangements, expense vouchers, mail distribution, telephone coverage, visitor reception, and other clerical and operational support.
• Respond to internal and external inquiries by providing information, researching issues, and referring complex matters to the appropriate staff member or office.

Financial, Purchasing, and Compliance Support

• Support financial and budget processes by preparing and tracking transactions and monitoring assigned accounts.
• Coordinate purchasing and payment activities, including purchasing card reconciliations, invoice processing and routing, budget transfers, expense documentation, vendor registration, professional services contracts, supply and promotional item orders, and inventory tracking.
• Review documents and transactions for completeness, accuracy, and compliance with university policies, procedures, and internal office processes before routing them for approval.

Records and Human Resources Support

• Gather, organize, and maintain records, reports, forms, spreadsheets, and databases related to finance, budgeting, purchasing, human resources, grants, events, and administrative operations.
• Maintain organized electronic and physical filing systems that support accurate recordkeeping, audit readiness, and efficient document retrieval.
• Assist with routine human resources processes, including EPAF preparation, onboarding, timekeeping, and related duties.
• Provide limited coordination or guidance to student workers or temporary clerical staff, as assigned.

Events, Projects, and Process Improvement

• Plan and coordinate logistics and administrative support for projects, meetings, development events, training sessions, and other office activities.
• Support special projects, process improvements, and organizational analysis that enhance the efficiency and effectiveness of Outreach business operations.

Qualifications

Minimum Qualifications

• High school diploma or equivalent, plus 4 years of relevant experience in administrative support, office operations, finance, budgeting, purchasing, human resources, or a related business function.

Substitution allowed for Experience:

When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Expectations:

• Ability to understand, apply, and explain administrative policies, procedures, processes, and deadlines.
• Strong organizational skills, with the ability to balance multiple priorities, maintain accurate records, and meet deadlines.
• Strong written and verbal communication skills and the ability to interact professionally with faculty, staff, vendors, visitors, and university offices.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams.
• Ability to produce accurate reports, spreadsheets, correspondence, forms, and other business documents with close attention to detail.
• Ability to manage confidential and sensitive information with professionalism and discretion.

Minimum Knowledge, Skills, and Abilities

Preferred Skills and Competencies

• Experience in a university, public-sector, nonprofit, or similarly complex organization.
• Experience with budgeting, financial reporting, purchasing cards, invoices, travel expenses, HR transactions, or event coordination.
• Familiarity with university business systems, records management, and compliance processes such as Banner and Tiger Buy.
• Ability to anticipate needs, take initiative, improve processes, and reliably support the Manager, Outreach Business Operations.
• Strong customer service skills and the ability to collaborate across departments.

Why Work at Auburn?

• Life-Changing Impact: Our work changes lives through research, instruction, and outreach, making a lasting impact on our students, our communities, and the world.
• Culture of Excellence: We are committed to leveraging our strengths, resources, collaboration, and innovation as a top employer in higher education.
• We’re Here for You: Auburn offers generous benefits, educational opportunities, and a culture of support and work/life balance.
• Sweet Home Alabama: The Auburn/Opelika area offers southern charm, vibrant downtown scenes, top-ranked schools, and easy access to Atlanta, Birmingham, and the Gulf of Mexico beaches.
• A Place for Everyone: Auburn is committed to fostering an environment where all faculty, staff, and students are welcomed, valued, respected, and engaged.

Equal Opportunity Compliance Statement

It is our policy to provide equal employment and education opportunities for all individuals without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, age, disability, protected veteran status, genetic information, or any other classification protected by applicable law. Please visit the Office of Equal Opportunity Compliance's website to learn more.