Administrative Specialist II

Job Description

Typical duties may include but are not limited to:

• Serves as a primary public contact, responding to inquiries via email, phone, mail, and in person, and ensure compliance with institute policies and procedures.
• Provides advanced administrative support, including managing calendars, scheduling, screening communications, and greeting visitors.
• Coordinates travel arrangements, processes reimbursements, and manages related logistics for faculty, staff, and guests.
• Prepares, reviews, and processes human resources documents; assists with employment administration, onboarding, payroll certification, and leave tracking in coordination with the HR department.
• Supports purchasing and fiscal functions by obtaining quotes, processing purchase orders, maintaining records, reconciling expenditures, and assisting with budget monitoring and fiscal reporting.
• Establishes and maintains efficient filing and recordkeeping systems, both electronic and physical, including databases and document workflows.
• Drafts and prepares correspondence, reports, presentations, meeting agendas, minutes, and other professional documents.
• Coordinates communications between the Director, committees, affiliates, boards, campus partners, and external stakeholders.
• Collaborates with campus departments, faculty, and external partners to advance institute goals and support joint initiatives.
• Assists in grant application preparation, progress reporting, and funding documentation.
• Maintains and updates the institute's website, newsletter, social media channels, and promotional materials.
• Organizes and provides logistical support for events, workshops, forums, and guest visits, including registrations and hospitality.
• Supports project management by tracking timelines, deliverables, and progress against key performance indicators.
• Contributes to student engagement activities and internship coordination.
• Oversees office supply inventories and serves as a liaison for space, equipment, and facilities issues.

Additional Responsibilities:

• Other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and six years of full-time experience directly related to the job functions.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor's Degree from an accredited institution in Business Administration, Communications, Computer Science, or
• Three years experience in administrative support or program coordination in higher education, nonprofit, or research settings.
• Experience in project management and event planning.
• Experience supporting STEM-related teams, projects, or departments.
• Experience with Workday.
• Project Management certification, such as CAPM or PMP.
• Event planning or administrative professional certification.

Knowledge, Skills, & Abilities:

• Knowledge of general office procedures.
• Knowledge of generally accepted accounting procedures and principles.
• Excellent interpersonal, verbal, and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects when numerous and competing demands are involved.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to operate personal computers with proficiency and learn new applications and systems.
• Ability to use project management tools (e.g., Trello, Asana) and perform basic data analysis.
• Ability to use digital platforms including event registration systems, website content management systems (CMS), social media platforms, and reporting dashboards.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to work successfully as both a member of a team and independently with minimal supervision.
• Ability to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
• Ability to collaborate with internal and external partners to complete assignments and advance the institute's goals.
• Ability to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Ability to effectively manage the work of others by providing information, guidance, and motivation.
• Ability to interpret and apply laws, regulations, policies, and procedures consistently.
• Ability to analyze and solve problems, draw valid conclusions, and/or develop appropriate alternatives where applicable.

Pay Grade 14