Administrative Specialist

Posting Details

Applications will be accepted until midnight (Eastern Time Zone) on the 'Posting End Date' shown below.

Position Information

Job Title
Administrative Specialist

Applications Accepted From
Public: Open to the public , AFSCME 3200 University Wide

Special Instructions to Applicants

THIS POSITION IS BEING POSTED INTERNALLY AND TO THE PUBLIC SIMULTANEOUSLY IN ORDER TO EXPEDITE THE POSTING PROCESS. HOWEVER, CURRENT OHIO UNIVERSITY AFSCME 3200 EMPLOYEES WILL BE CONSIDERED FIRST.

To apply, complete the online application and attach a cover letter, resume, and names/phone numbers of three current references with current contact details, including email addresses. One reference must be your current or most recent supervisor. Applications will be reviewed as they are received, and position will remain open until filled. For full consideration, please apply by posting end date.

We seek candidates with a commitment to working effectively with students, faculty and staff from diverse backgrounds.

This position is eligible for the following benefits:
medical, vision, dental, basic and supplemental life, winter break closure, paid holidays, educational benefits for you and eligible dependents, sick leave, vacation, and retirement.

Posting Number
S

Job Description

Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.

Job Responsibilities

• May supervise or oversee the work of Technical & Administrative Support staff and/or student employees.

• Resolves complex and unique problems that require an ability to interpret established policies and procedures.

• Oversees department unit administrative processes.

• Coordinates complex processes and initiatives such as grant proposals, contracts /or complex academic processes such as tenure case approvals, faculty searches, complicated course scheduling or sensitive graduate application processes.

• Plans and implements projects, special events, and/or programs that require a high level of coordination with multiple constituents and departments.

• Composes and edits internal and external correspondence and documents, including such things as manuscript submissions for scientific journals.

• Manages academic courses and textbook information. Plans and maintains website as well as other department publications.

• Prepares and monitors internal budget and other financial documents for a departmental work unit. Recommends purchases. Reviews and follows up on discrepancies in standard expenditures.

Department Specific Summary
This position is responsible for leading administrative functions that require an understanding of each functional area's operational needs, human resource policy and hiring practices, and accounting transaction and reporting functions. Oversees and monitors P-Card purchases for approximately 30 professional staff members that involve reconciling expenses in Concur/Bobcat Buy for departmental program approvals, professional development, and departmental purchases. Supports human resource functions through Individual Compensation Distribution (ICD) Contracts preparation and Workforce Development as well providing administrative support for onboarding and records management of approximately 300 student staff employees. Purchases all supplies for the department including supplies for the central office, three engagement centers, three resource rooms, and 37 staff offices to include establishing budgets and ordering thresholds to support operational needs. Provides administrative support to the Housing and Residence Life Department.

Department Specific Primary Accountabilities:
Human Resources - Student Staff

Prepares and processes Individual Compensation Distribution (ICD) Contracts for 280 student staff for Summer, Fall, Thanksgiving Break, Winter Break, Spring, Spring Break as well as creating Workforce accounts for 60 student hourly employees. Calculates prorated compensation for new hires and departing student staff members paid through ICD contract. Manages student staff onboarding and offboarding and administers annual retention raises in the Workforce system. Responsible for the creation, archiving, organization and maintenance of student staff employment and financial files such as hiring paperwork, compensation agreements, staff performance management and evaluations, GPA checks, conduct and probationary status checks and alumni tracking. Assists with I-9 documentation verification for all student employees for the Housing and Residence Life Department. Collaborates with Access Control to request, maintain and update kitchen access for student staff. Coordinates with Access Control to arrange student staff access during university breaks and closures. Distribute Graduating Cords for Graduating Student Staff and maintain employee employment files for verification. Serves on the Student Staff Recruitment, Selection, Training and Development Committee.
Financial - Departmental SupportAssists with P-Card expenses for approximately 30 professional staff members that involve reconciling expenses in Concur for hall and departmental programs, professional development, and travel. Purchases all supplies for the department including office supplies for approximately 37 staff offices, kitchen supplies for residence hall kitchens, gaming equipment for common areas in the residence halls, programming supplies, crafting supplies for 3 craft rooms across campus, hiring materials, and professional development materials for staff members. Allocates, distributes, and audits seven budgets for approximately five Assistant Directors. Allocates, distributes, and audits 21 hall budgets and 22 student organization budgets across 37 residence halls and does monthly budget reviews with approximately 24 staff members. Purchases all supplies and vendor contracts for seasonal peaks. Assist with business transactions to support both Residence Life and Business Operation needs. Track Departmental Gift Card Award Distribution and report to Payroll

Supervision and Staff Development
Facilitates the hiring, training, and supervision of 1-2 student staff members. Assigns responsibilities to student staff to support departmental needs. Coordinates the management of three resource rooms through stocking supplies and equipment, distributing fliers, maintaining cleanliness, and establishing re-order thresholds to support 300 student staff members in providing resources and information to students living in the residence halls. Supports the creation and distribution of Housing and Residence Life student leadership courses and training materials for all student staff. Administers training to all departmental full-time staff to ensure compliance with all purchasing and human resource hiring needs for compliance.

Departmental Administrative Support
Provides administrative support to the Housing and Residence Life Department. Collaborates with the US Census Bureau to distribute and collect surveys from a selected sample of residential students once a month. Utilizes PeopleSoft (Student Information System) to verify student PID information, access student schedules, GPAs, and other information as needed. Uses knowledge of university and departmental policies for inquiries to resolve routine and complex issues. Coordinates with RD/GRD/ARD for large shipments of items that need distributed to the residence hall for every student. Supports the department & division during special events and high-volume periods including opening/closing weekends, or other designated times.

Minimum Qualifications

Knowledge of administrative practices, policies, procedures, office equipment, and computer software typically obtained by a high school degree or GED or equivalent and a minimum of 3 years related experience.

An equivalent combination of education, training, and experience is acceptable.

Specific knowledge, certifications, and licensure will apply at the position level.

Preferred Qualifications

Working knowledge of concepts, practices and procedures and ability to use in varied situations.

Department
Housing

Pay Rate

The starting salary range begins at $16.84 and up to $26.11 per hour, dependent on education and prior experience while considering internal equity. Employees also enjoy a generous benefits package such as paid holidays, sick time, personal time, a tuition waiver up to 100% for self and dependents, a comprehensive insurance package (including but not limited to prescription, vision, dental, and life insurance), an excellent retirement plan with up to a 14% company contribution, a 12-week parental leave program, and more. Additional information is available at

Job Open Date
05/21/2025

Posting Close Date

June 1, 2025

Job Category
Classified AFSCME 3200 Bargaining Unit appointment

Months
12 month

Planning Unit
Vice President for Student Affairs

Work Schedule

Monday - Friday 8 am - 5 pm
Evening and Weekends may apply due to department/division needs

Campus . click apply for full job details