Job Title: Administrative Specialist
Location: Office of the Provost
Regular/Temporary: Regular
Full/Part Time:
Job ID: 6126
Staff Posting Details Appointment: Regular, 0.9 FTE position. Exact schedule to be determined with supervisor.

Position Summary:

The Administrative Specialist provides instrumental support to the Provost and Academic Deans’ Office by managing and tracking budgets, maintaining office and campus records, and providing a keen eye for detail with a collaborative spirit.

Additional responsibilities include coordinating schedules and meetings for the Academic Deans’ Office, Institutional Research, and related departments and committees; tracking Academic Deans’ Office budget expenditures; assisting in the planning and management of logistics for selected events; and supporting projects throughout the academic year as needed by both the Academic Deans and Provost.

Essential Job Functions and Responsibilities:

Provide administrative support for the University Enrichment Committee, including setting up award accounts, tracking expenses and reimbursements, and liaising with the Office of Finance
• Collaborate on supporting student summer research queries, applications, and awards
• Manage budgets of selected endowed funds
• Provide support for the Faculty Development Center
• Track Academic Deans’ Office operations expenditures
• Review and approve credit card and cash purchases for academic department chairs
• 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 date
• Maintain office records and procedures, and assist in developing effective methods of maintaining records
• Provide 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

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

Qualifications:

High school diploma or equivalent; Associate’s or Bachelor’s degree desirable
• Strong budgeting and financial records management
• Experience with administrative communication and demonstrable writing skills
• Strong organizational, planning, and time management skills
• Responsible, efficient, and flexible
• Ability to understand and navigate multiple technology-based platforms
• Ability to work well independently and on hard deadlines
• Highly collaborative and able to work effectively with a wide variety of stakeholders
• Excellent diplomacy and professionalism
• Impeccable recordkeeping and attention to detail
• Commitment to professional development and improving processes
• Operational knowledge of standard office equipment
• Demonstrated ability to adapt to new processes, procedures, resources, and technology
• Technical skills – e.g., Outlook, Excel, Word, Publisher, G Suite, and online forms
• 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. 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.