Administrative Support Specialist
Vacancy Open to:
All CandidatesEmployment Type:
Permanent - Full-timeHours per week:
40Months per year:
005320NC Salary Grade Equivalency:
Administrative Support Specialist - ContributingWorking Title:
Administrative Support SpecialistSalary Range:
$31,200 - $33,780Anticipate Hiring Range:
$31,200 - $33,780FLSA Status:
Col Liberal Arts & Science (Col)Work Unit:
Communication StudiesWork Schedule:
8:00 am – 5:00 pm; Monday – FridayPrimary Purpose of Position:
The Department of Communication Studies consists of 1 Department Chair, 30 Full-time Faculty, 10-15 (+ or -) Part-time Adjuncts, 1 EHRA Non-Faculty, and 2 SHRA staff members. Budgets includes the following: Learning Community, Debate Team, Base Budget/Operating, Summer School, E&T, Discretionary, Scholarships and Overhead funds. Primary purpose of position: (1) Manage, plan, troubleshoot, and track budgets for accuracy and conformance with University procedures and regulations; (2) Analyze and compile monthly department reports and other data to assist the Department Chair in making strategic financial decisions for the Department of Communication Studies; (3) Prepare and submit all paper or online documents: travel, budget revisions, vendor forms, direct pay requests, deposits, part-time faculty contracts, special payments, P-card transactions, and other financial processes, (4) Manage grant funds as needed, (5) Maintain on-line filing system for financial data, (5) Supervise, train federal work study student workers and approve monthly web time entries; (6) Attend BSC Monthly Financial Meetings and other training sessions; (7) Update SHRA Reference Manual for position; (8) Respond to all request from various offices on-time; and (9) Assist with other projects as the needs arise.Minimum Education/Experience:
Required Minimum Qualifications:
Graduation from high school and one year of related office experience; or an equivalent combination of education
University Preferred Qualifications:
Graduation from high school and demonstrated knowledge, skills, and abilities gained through two years of specialized office experience or an equivalent combination of education and experience.Essential Job Duties:
The Department of Communication Studies consists of 1 Department Chair, 30 Full-time Faculty, 10-15 (+ or -) Part-time Adjuncts, 1 EHRA Non-Faculty, and 2 SHRA staff members. This position will manage, plan, troubleshoot, track and analyze budgets and other financial information for the Department Chair to make strategic decisions. Budgets includes the following: Learning Community, Debate Team, Base Budget/Operating, Summer School, E&T, Discretionary, Scholarships and Overhead funds. The person in this position will hire and train federal work study students that will assist the department each year. Provide administrative support to the departmental faculty and staff. Must submit all paper or online documents for purchases, transfers and reimbursements: travel, budget revisions, vendor forms, direct pay requests, deposits, part-time contracts, special payments, p-card expenses, etc. Must attend Business Services Coordinators (BSC) Monthly Financial Meetings and all other financial training sessions/workshops.Other Work Responsibilities:
Admin Support Specialist must approve student worker time sheets by monthly deadlines. Knowledgeable about Banner Native, 49er Mart and other financial databases. Serve as a Purchasing Card (P-card) holder and reconcile P-card transactions in Works as both an accountholder and approver for faculty P-cards. Oversee grant funds as needed. Process catering orders and other invoices. Submit Facilities Management and ITS requests as needs arise. Keep updated SHRA Resource Manual for position.Departmental Preferred Experience, Skills, Training/Education:
Experience with analyzing, reconciling, managing and troubleshooting all funds and grants in a college or university setting.
Experience with Banner/49er Mart or equivalent.
Experience working with an HRMS system, similar to PeopleAdmin.
Strong attention to detail, managerial and interpersonal skills. Ability to effectively interpret problems and communicate solutions. Professional ability to research and apply deductive reasoning.Work Location:
03/04/2021Proposed Hire Date:
03/15/2021Special Notes to Applicants:
Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application.
- Do not write ‘see resume’ on your application when completing the job duties section.
If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
- Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
Please submit a resume and cover letter with your application.
- These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education and professional experience.