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.

Please complete the online application and attach required documents. Required documents include a detailed cover letter, resume, and a list of at least three (3) professional references with current contact details, including email addresses.

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

Review of applications will begin immediately and continue until successful candidate is identified; for full consideration, please apply by June 24, 2025.

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

The Russ College of Engineering and Technology at Ohio University seeks applicants for the position of Administrative Specialist. The Administrative Specialist provides administrative and clerical support as prioritized by the department chair to department and affiliated center faculty and staff for business and operational activities. Serves as the department point of contact, providing skilled and detail-oriented customer service functions to internal and external customers. Applies knowledge of college and university policies, procedures, guidelines, and systems to coordinate and initiate all business and operational functions as described in detail in the primary accountabilities below; knowledge of commonly used office practices and software packages required (i.e. Microsoft Suite), and knowledge of university-specific platforms preferred (i.e. eProcurement systems, Concur, Canvas, etc.).

Position responsibilities:

RECORDS MANAGE MENT - Organizes and maintains student, personnel, and other files as directed by department chair and pursuant to university retention policy and accreditation board requirements. Enters/updates department course information in appropriate university systems, including but not limited to course locations, times, and instructors of record a needed. Coordinates and maintains student enrollment records and data and develops reports
as needed for chairs and directors.

ADMINSTRATIVE AND CLERICAL - Serves as the face of the department for all incoming email, phone, and in-person communications and inquiries to/from internal and external customers, addressing or redirecting as appropriate. Coordinates and maintains calendars and scheduling for visitors, personnel travel, and events. Assists faculty/staff with student hourly employee efforts as
needed, including regular, PACE, and Work Study. Assists or redirects students as appropriate for enrollment/course related inquiries.

PROCUREMENT: Plan for and maintain department consumable inventory purchases/replenishments (office and lab supplies, etc.). Coordinate purchases requested by faculty and staff. Verify allowability of purchase per college and university policy. Verify appropriate internal (college) pre-approvals pursuant to the applicable college and university policies/guidelines
prior to initiating purchase. Obtain/follow all required prerequisites external to the college (OIT
approvals, pre-purchase exception approvals, RFP or bid requirements, etc.) for the various
methods/types of purchase. Initiate purchase in university eProcurement system or on University Pcard as appropriate, using established college procedure and electronic forms. Monitor purchases to ensure uninterrupted flow from requisition to delivery and investigate/intervene as necessary. Continue monitoring post purchase to ensure invoices are paid and fully matched purchase orders are finally closed. Maintain and organize required Pcard purchase documentation to ensure timely preparation/submission of Concur reports and follow audit trail from status of 'report submitted' to "extracted for payment."

TRAVEL AND EVENTS: Coordinates and facilitates faculty, staff, and student travel, including planning, flight and lodging reservations, traveler conference/event registrations and itineraries, following all applicable university and college policies. Includes pre-and-post-travel transactions in
Concur and/or Bobcat Buy. Coordinates and facilitates events for the department and affiliated centers/institutes and student organizations from the planning stage through the end of the event,
including post event communications and business transactions; includes acting as liaison with university service offices external to the college as needed. Coordinates and facilitates planning through completion of the department annual advisory board meetings, including but not
limited to scheduling, facilities reservations, catering, acquisition and preparation of event materials and supplies, and external guest travel arrangements as necessary.

BUDGET AND FINANCIAL: Verifies accuracy, appropriateness, college and university policy/guideline/process compliance, and funds availability of accounts used for all department and/or affiliated center/institute expenditures from all funding sources. Performs department account reconciliations at least monthly to ensure all financial transactions are posted to the correct accounts in the correct amounts, and total spending remains within budget with no overspent accounts. Prepare/ export financial data as requested by department chair

OTHER: Other duties and special projects assigned by department chair, including cross-training and coverage for other college academic department administrative specialists as needed in times of extended absence.

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

• 1 year experience with Excel

• 1 year experience with OBI

• 1 year experience with Concur

• 1 year experience with Bobcat Buy

• 1 year experience with WorkForce

Department
Chemical and Biomolecular Engineering

Pay Rate

Commensurate with AFSCME 3200 pay structure

Job Open Date
06/13/2025

Posting Close Date

June 28, 2025

Job Category
Classified AFSCME 3200 Bargaining Unit appointment

Months
12 month

Planning Unit
Russ College of Engineering & Technology

Work Schedule

M-F, 8-5

Campus
Athens

Expected hours worked per week
40

Expected duration of assignment
Ongoing

Applicants may contact this person if they have questions about this position.
Dr. Darin Ridgway, Chair,

Non-Discrimination Statement

Ohio University is proud of its rich history and as part of our ongoing efforts to provide and support a transformative learning experience, we affirm our commitment to fostering a welcoming and respectful workforce and community. All qualified applicants are encouraged to apply and will receive consideration free from discrimination on the basis of age, ancestry, color, disability, ethnicity, gender, gender identity or expression, genetic information, military service or veteran status, national origin, pregnancy, race, religion, sex, sexual orientation, status as a parent or foster parent, or any other bases under the law. Ohio university is an equal access/equal opportunity employer.

Job Information

Employment Type
full-time regular

Job Family/Subfamily
Administrative Services-Generalist

Career Track & Level
TAS 3

Pay Grade
AF

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