Job Title: Administrative Specialist
Location: Associate Deans' Office
Regular/Temporary:
Full/Part Time:
Job ID: 5891
Staff Posting Details Appointment: Regular, 0.9 FTE position

Position Summary:

The Administrative Specialist provides instrumental support to the Provost and Deans Office by providing administrative support, particularly in managing and tracking budgets.

Responsibilities include coordinating schedules and meetings for the Academic Deans’ office, Institutional Research office, and related departments and committees, tracking Academic Deans’ Office budget expenditures, maintaining office and campus records, and assisting in the planning and management of logistics for selected events. The position also gives support as needed to projects or tasks undertaken by the Academic Deans as well as offering support to projects and tasks from the Provost’s Office as needed.

Essential Job Functions and Responsibilities:

Perform calendaring duties for the Academic Deans and Assistant Dean, and assist Academic Deans in coordinating and scheduling for various groups across campus, such as faculty committees and other departmentsProvide administrative support for the University Enrichment Committee, including setting up award accounts, tracking expenses and reimbursements, and liasing with FinanceProvide support for the Faculty Development CenterProvide administrative support for the Institutional Review Board by cataloguing proposals, maintaining database, and generating correspondenceTrack Provost and Deans’ Office operations expenditures
• Manage budgets of selected endowed funds
Maintain office records and procedures, and assist in developing effective methods of maintaining records
• Review and approve credit card and cash purchases for academic department chairs
• Collaborate on supporting student summer research queries, applications, and awards
Update office documentation (e.g., application forms, reimbursement forms, etc.) on an annual basis, both in hard copy and digitally, and ensure that all materials remain up to dateProvide excellent customer service and front-desk reception to those who call, email, or enter the office and answer questions and provide information as needed
• Other duties as needed.

Budget Responsibilities

Track Provost and Dean’s Office operations expendituresManage budgets for the University Enrichment Committee and the Faculty Development Center
• Manage budgets of selected endowed funds
• Review and approve p-card purchases for all academic departments chairs
• Review and approve p-card purchases for all academic departments

Qualifications:

• High school diploma or equivalent; Associate’s or Bachelor’s degree desirable
• Excellent customer-service orientation
• Commitment to professional development and improving processes
Strong organizational, planning, and time management skillsStrong budgeting and financial records management, communication, and administrative writing skills and experiences
• Responsible, efficient, and flexible
• Ability to understand and navigate multiple technology-based platforms
• Technical skills – e.g., Outlook, Excel, Word, Publisher, G Suite, and online forms
• Highly collaborative and able to work effectively with a wide variety of stakeholders
• Ability to work well independently and on hard deadlines
• Demonstrated ability to adapt to new processes, procedures, resources, and technology
• Excellent diplomacy and professionalism
• Impeccable recordkeeping
• Excellent attention to detail
• Integrates regular and appropriate communication.
• Attention to detail and accuracy
• Knowledge of operation of standard office equipment
• Occasional moving of office and special event materials up to 20 lbs
Ability to respectfully work, communicate and provide support within a diverse campus community

Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package. For more information, visit: https://pugetsound.edu/human-resources/benefits

Application Deadline: Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

ResumeLetter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks and if applicable for the position, drug screen, physical test and functional assessment. All new hires will be required to submit proof of COVID-19 vaccination or approved exemption.

Diversity Statement:

We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

The University of Puget Sound is an equal opportunity employer.