Administrative specialist

Job Description:

Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.

Job Responsibilities

• May supervise or oversee the work of Technical & Administrative Support staff and/or student employees.

• Resolves complex and unique problems that require an ability to interpret established policies and procedures.

• Oversees department unit administrative processes.

• Coordinates complex processes and initiatives such as grant proposals, contracts /or complex academic processes such as tenure case approvals, faculty searches, complicated course scheduling or sensitive graduate application processes.

• Plans and implements projects, special events, and/or programs that require a high level of coordination with multiple constituents and departments.

• Composes and edits internal and external correspondence and documents, including such things as manuscript submissions for scientific journals.

• Manages academic courses and textbook information. Plans and maintains website as well as other department publications.

• Prepares and monitors internal budget and other financial documents for a departmental work unit. Recommends purchases. Reviews and follows up on discrepancies in standard expenditures.

This position will be responsible for coordinating the activities for programs and centers in the Patton College of Education. These centers work in collaboration with public schools and with OHIO students as service to the community; with academic programs that assist the public schools and OHIO student advancement. This position will be responsible for grants and revenue management, organization of data and internal procedures, event planning, marketing and promotion, and administrative duties in order to support the mission of the centers and Ohio University.

Grant and Revenue Management - Assists center directors with identifying multiple revenue streams to support center activities and programs. Coordinates the development and submission of grant applications and serves as a liaison between programs/centers and the Patton College dean's office. Organizes projects through the scheduling and managing of team meetings and establishing project work plans and timelines while also monitoring activity completion. Oversees grant and project budgets, analyzes and controls project expenses throughout the life of projects and ensures that project adheres to budget guidelines. Provides budget reporting and updates to center directors, the dean's office, and additional stakeholders. Ensures that invoices and contracts are completed within the required project timeline.

Organization of Data and Internal Procedures - Engages center directors in strategic planning for center data organization and accessibility. Develops and maintains structures for organizing data in regard to student application materials and placements; course registrations; center specific programs; and liability information in regard to hosting minors on campus. Responsible for the creation of processes and procedure handbooks. Handbooks will define best practices for organizing and maintaining center data. Additional procedural materials may include best practices for managing and implementing center specific projects. Integrates the use of technology, such as Qualtrics, data visualization software, and advanced Microsoft Office Suite skills, to better assist in the collection and presentation of data in regard to center functions.

Event Planning, Marketing, and Promotion - Communicates across university departments to effectively plan, manage, and execute event planning for a variety of events, including conferences, symposiums, summer camps and educational programming for K-12 students, and events for university students. Ability to navigate university and community resources in order to plan events within a designated budget. Creates marketing and communication strategies for the dissemination of event and center information. Maintains a social media presence for each center and creates promotional materials to advertise special events and on-going work of centers. Responsible for design and upkeep of website content.

Administrative Duties - Maintains detailed budget tracking spreadsheets to ensure that each center is operating within its designated operating budget, submits expense reports and reimbursements for center directors, other personnel engaging in center work, students, and partner districts; reviews and follows up on discrepancies in standard expenditures; liaises with the shared services team and the dean's office. Inputs contracts for graduate students, student workers, and other hires to support the work of the centers. Responsible for billing funders of graduate assistant contracts and other special project contracts. Manages the calendars of center directors, communicates with internal and external collaborators to organize meetings, secures meeting locations, attends meetings to record meeting minutes, establish action items and provides follow up steps to all partners. Schedules travel arrangements for conference and professional travel. Answers data requests about programming from other departments within the college. Maintains organized database of center materials and information in regard to programming. Responds to inquiries from students and external partners. Maintains a working knowledge of center missions, goals, and values. This position may also provide administrative support in other areas of the college during times of vacancy, staff illness, or when workload demands exceed capacity.

Minimum Qualifications:

Knowledge of administrative practices, policies, procedures, office equipment, and computer software typically obtained by a high school degree or GED or equivalent and a minimum of 3 years related experience.

An equivalent combination of education, training, and experience is acceptable.

Specific knowledge, certifications, and licensure will apply at the position level.

Preferred Qualifications:

Bachelor's degree in Education, Business, Communication or related field

Must have a working knowledge of the Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, and Teams

Proficiency in Ohio University operating systems, including Bobcat Buy, Concur, and Oracle Business Intelligence ( OBI ), is preferred.

Planning Unit: Patton College of Education

Department: Teacher Education

Applicants may contact this person if they have questions about this position: April Crabtree, [email protected]

Employment Type: full-time regular

Advertised Salary:

$16.84-$21.48/hr. Employees also enjoy a generous benefits package which includes health benefits, paid time off, and educational benefits for employees and their eligible dependents.