Administrative Specialist

University of Puget Sound
Associate Deans' Office
Closing date
Oct 21, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Institutional Research & Planning

Job Details

Job Title: Administrative Specialist
Location: Associate Deans' Office
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

  • 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:

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:

The University of Puget Sound is an equal opportunity employer.


Working at University of Puget Sound

The University of Puget Sound is an independent residential undergraduate liberal arts college with selected graduate programs building effectively on a liberal arts foundation. The University, as a community of learning, maintains a strong commitment to teaching excellence, scholarly engagement, and fruitful student-faculty interaction.

The mission of the University is to develop in its students capacities for critical analysis, aesthetic appreciation, sound judgment, and apt expression that will sustain a lifetime of intellectual curiosity, active inquiry, and reasoned independence. A Puget Sound education, both academic and co-curricular, encourages a rich knowledge of self and others, an appreciation of commonality and difference, the full, open, and civil discussion of ideas, thoughtful moral discourse, and the integration of learning, preparing the University's graduates to meet the highest tests of democratic citizenship. Such an education seeks to liberate each person's fullest intellectual and human potential to assist in the unfolding of creative and useful lives.

The University of Puget Sound campus offers a unique blend of ingredients for immersing yourself in learning: the unparalleled scenery of the Pacific Northwest, traditional Tudor-Gothic architecture, leafy enclaves for quiet study, and common areas infused with an indisputable energy. The campus is just minutes away from downtown Tacoma, with its revitalized waterfront, thriving arts and culture scene, and an eclectic mix of retail shops and restaurants.

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