Administrative Specialist

Title:
Administrative Specialist

Department:
Office of the Provost

Reports To:
Senior Director of Academic Operations

Position Type:
Staff

Position Summary:
The Administrative Specialist serves as a key administrative support to the Office of the Provost providing professional support in a demanding and dynamic work environment. Reporting to the Senior Director for Academic Operations, this person supports the day-to-day operations of the Office of the Provost and the Division of Academic Affairs. The position manages various operational tasks in three main areas: general administration, finance and faculty affairs, and plays a pivotal role in ensuring compliance with all applicable university policies and processes. The position involves daily access to sensitive and confidential personnel matters; discretion and tact of the highest order are a primary requirement. The successful candidate will possess outstanding communication skills, a high level of professionalism, excellent time management skills and attention to detail, and the ability to work towards positive outcomes in cooperation with third parties. Essential Functions:
General Administration
- Aids in the preparation and maintenance of various reports.
- Assists in ensuring the website is maintained to ensure all updates are posted timely.
- Supports in the organization and execution of large meetings and events under the Office of the Provost.
- Aids in maintaining an office-wide calendar of deadlines ensuring that deliverables are received by the required dates.
- Helps to resolve routine issues in a timely manner within established guidelines.
- Maintains files and records ensuring they are complete, accurate, and accessible to the appropriate parties.
- Assist with the annual staff evaluation processes and other personnel matters.
- Assist with the logistical arrangements for high-level searches, onboarding of senior leaders, and other senior level personnel matters.
- Review and approve appointment letters and working with the colleges to ensure that the positions are accounted for and accurately budgeted.

Faculty Affairs
- Prepares letters for various faculty processes, including but not limited to, promotion and tenure, Active Service Modified Duties, Leave of Absence, sabbatical, emeritus status, and courtesy and affiliate appointments.
- Prepares and manages access to promotion and tenure dossier folders.
- Assist with the annual evaluation and merit processes, preparing templates and ensuring compliance with deadlines and requirements.
- Creating and tracking cohorts and faculty lifecycle documents.
- Tracking faculty separations .
- Drafting faculty and lecturer reappointment letters.

Finance
- Performs office budget processes, including preparation of purchase orders and requisitions, budget transfers.
- Process invoices for faculty (and some non-faculty) immigration visas, including monitoring total expenditures to ensure compliance with offer letters.
- Prepares, reviews and processes budget transfers from across the academic area, ensuring accuracy and compliance with all university policies.
- Process labor redistributions to ensure salaries are correctly charged to the right place.
- Maintain accurate records pertaining to startup expirations and extensions.
- Review and approve various finance related requests, including but not limited to, purchase requisitions, credit card reconciliations, reimbursements. Additional Functions:
- Work with the Administrative Associate and Executive Assistant and other office staff, serving as back-up as needed.
- May be asked to assist with special projects and assume responsibilities for the development, administration, and promotion of specific projects, as required.
- Perform other duties as assigned. Prerequisite Qualifications:
- Excellent oral and written communication skills.
- Four to six years of experience in a professional environment.
- Bachelor's Degree.
- Intermediate knowledge of Excel and an ability to easily learn new systems.
- Ability to work independently as well as in a team.
- Ability to multitask with ease.
- Ability to apply knowledge in everyday work situations while utilizing independent judgment.
- Ability to determine priorities and complete projects with minimal supervision and competing deadlines.
- Uses discretion in all aspects of the job.
- At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.
Preferred Qualifications:
- Prior experience in a fast-paced higher education environment
- Basic understanding of accounting and budgeting principles Bargaining Unit:
Non-Aligned

Range/Band:
12

FLSA:
Exempt
Full-Time