Administrative Specialist II
Job descriptionEmployment Status:Full time (29-40 Hrs) Closing:9/21/20 Proposed Salary Range:$23,412.00 Type of Employment:Staff Location:ASU-Jonesboro
The Administrative Specialist II is responsible for researching and preparing special reports, examining and verifying documents, and performing general office duties. This position is governed by state and federal laws and agency/institution policy.
Duties & Responsibilities:The department of occupational therapy has both associate and doctorate level programs that require equal support. The person filling the position will be required to work with faculty, students, and staff to effectively implement occupational therapy programmatic, administrative, and fieldwork standards for both the OTA and OTD programs The function of this position is to provide administrative/secretarial support including but not limited to administrative, fiscal, academic, and student affair activities necessary for operation of the department of occupational therapy. The Administrative Specialist II must possess:
- Excellent decision-making skills and the ability to prioritize and get work done with minimum supervision and follow-up by the supervisorExcellent oral communication skills to interact with prospective students, current OTA and OTD students and faculty both in person, on the phone and electronicallyExcellent written communication skillsProficient in computers, email, blackboard, spreadsheets and other general office application software as well as operation of standard office equipmentAbility to research, organize and compile data into report form and establish and maintain filing systemsAbility to analyze documents to determine compliance with rules, regulations, policies and proceduresExperience with detail-oriented work involving some mathematical computations
- Ability to maintain positive relationships with departments across the University and support entities outside of the University. (e.g. accounting, payroll, academic support services, and external fieldwork educators.)
Specific job duties include:
- Examines and verifies documents such as applications, forms, vouchers, proposals and records. Composes and type routine correspondence and form letters, maintains activity logs and/or financial ledgers and submits reports to supervisors.Completes reports taking special note of accuracy and compliance with laws and regulations.Assists in implementing agency/institutional policies, procedures, and directives of the occupational therapy program.Updates marketing, recruitment and published materials about the program (e.g. webpage, brochures, catalog, student manuals, etc.) to ensure accuracy and completeness.Compiles financial information used to formulate budget proposals and monitor expenditures. Maintains budget and inventories.Submits orders (supplies, book, etc.) to the appropriate entities.Provides clerical assistance to the faculty for managing classroom and clinical activities.Assists with organizing and implementation of new student orientation, pinning and hooding ceremonies, and other departmental related events.Makes necessary corrections to documentation and organizes files.General clerical duties such as routing incoming communication (telephone, electronic mail, standard mail) to appropriate individuals; scheduling meetings and conference rooms; making telephone arrangements; and copying documents for faculty.Oversee and supervise work study students for the occupational therapy department.Performs other general office duties such as collecting and distributing mail, making travel reservations for faculty and maintaining a clean working environment.Other duties as assigned by department chair, occupational therapy associate program director, and faculty.
Knowledge of record keeping procedures, work-related subject area, and computers and software applications
Ability to conduct research and compile data into report form, establish and maintain filing systems, operate standard office equipment, analyze documents to determine compliance with rules, regulations, and
procedures, and communicate both orally and in writing
Monday - Friday
8:00 a.m. - 5:00 p.m.
Additional hours as requested and/or needed
Regular and reliable attendance
Please note: all position postings close at 12:00 A.M. CST on the position closing date
The Administrative Specialist II reports to the Occupational Therapy Department Chair.
The position is governed by state and federal laws and agency/institutional policy.
The formal education equivalent of a High School Diploma
Two (2) years of experience in a specialized or related area applicable to work performed
Other job related education and/or experience may be substituted for all or part of these basic requirements, except for certification or licensure requirements, upon approval of the qualifications review committee