Administrative Specialist Job Description

Administrative Specialist Job Description

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Administrative specialist provides planning, leadership, and oversight to sharing policies and procedures related to the division and office areas, including human resources, travel, payroll, office management, and program support.

Administrative Specialist Duties & Responsibilities

To write an effective administrative specialist job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative specialist job description templates that you can modify and use.

Sample responsibilities for this position include:

Oversee the execution of office procedures/policies and systems by monitoring project timelines for all
Represent the EVCAA's interests and priorities by directly assisting the EVCAA and by guiding administrative decision-making within Academic Affairs in ways that are consistent with University and UW Tacoma policies and procedures
Composing correspondence independently on a variety of subjects requiring superior communications skills, judgment, originality and knowledge of university policies and procedures
Responding to a variety of inquiries on behalf of the Dean of Students by determining the approach or action to take and effectively interpreting and explaining guidelines, procedures, policies and practices
Regularly review policies and procedures and make recommendations for modifications to improve services and office administration
Understand and appropriately apply, interpret and explain DRS and University policies and procedures, state and federal rules, regulations and laws
Coordinate and assist with maintaining Graduate Faculty rosters and websites, conduct annual updates, respond to inquiries, and revise policies and procedures as directed
Recommend procedures for process improvement
Candidate needs to have advanced Excel skills
Advanced Excel testing will be administered

Administrative Specialist Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administrative Specialist

List any licenses or certifications required by the position: XO, IAT, NPM, CAPM, CODA, CBCE, APD, EU

Education for Administrative Specialist

Typically a job would require a certain level of education.

Employers hiring for the administrative specialist job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and High School Degree in Education, Business, Graduate, Faculty, Associates, Communication, Graduate Education, Public Administration, Management, Health

Skills for Administrative Specialist

Desired skills for administrative specialist include:

Office procedures
Techniques
Methods
Computers and software applications
Excel
Procedures
Work-related subject area
MS office
Policies
Word

Desired experience for administrative specialist includes:

Calendar management and travel arrangement
Meeting preparations and client interaction
Checking requests for subcontractors
Handling mail and package
Conference calling and Webex facilitation
Navigant bio formatting, editing and uploading onto NCI portal

Administrative Specialist Examples

1

Administrative Specialist Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of administrative specialist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative specialist
  • Serves as a source of information for the office on matters of policy and procedures
  • Coordinate student dismissal/withdrawal cases, including serving as main point of contact for unit inquiries, monitoring and researching cases, and revising procedures as directed
  • Off-site meeting scheduling
  • Organizing mass mailings when necessary
  • Other general communication as needed
  • Support the Director with summer and academic year program development and implementation
  • General office duties, including copying, filing and data entry
  • Act as liaison between the EVCAA and campus and community constituents
  • Complete special assignments and provide critical communication to support the EVCAA's responsibility to meet campus goals and complete initiatives
  • Manage project activities, surveys, focus groups, public presentations, meetings
Qualifications for administrative specialist
  • Minimum of 5 years of office administration and/or executive assistant experience
  • Light physical effort, 10-25 lbs
  • 3+ years administrative assistant/office manager experience
  • Bachelor's Degree in social sciences, health sciences, public health, health administration, public administration, business, or similar
  • 3 years increasingly responsible program operations support positions
  • Excellent problem-solving and critical thinking skills, strong detail orientation, and ability to act independently and adeptly manage multiple priorities and timelines without close supervision
2

Administrative Specialist Job Description

Job Description Example
Our company is hiring for an administrative specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative specialist
  • Synthesize information to create meaningful and effective documents, spreadsheets, and presentations using the appropriate MS Office tools, with attention to detail and competent spelling and grammar
  • Monitor action plans, maintain tickler files and memoranda
  • Carry out special project assignments
  • Independently create and apply new approaches in executing projects and fulfilling business objectives, as needed
  • Carry out analysis, evaluation and reporting for projects in process and for project management purposes
  • Create and manage complex timelines and complete accurate, time-sensitive documents
  • Serves as liaison for other departments
  • Provide general administrative duties including typing, scanning, filing (primarily electronic), copying, formatting of documents and internal mail distribution
  • Back-up for receptionist including answering a multi-line phone system, sorting mail, and processing incoming packages
  • Coordinate travel arrangements and complete expense reports for assigned personnel
Qualifications for administrative specialist
  • College or secondary education a plus
  • High degree of comfort with ambiguity and change and ability to remain flexible, problem solve, and exercise judgment in a highly dynamic environment
  • Must be able to attend early morning or late afternoon appointments or meetings on occasion
  • Must be able to successfully pass a Washington State Patrol background check prior to hire
  • Ability to stay organized and to manage multiple high priorities
  • Strong oral and written communication skills sufficient to compose and deliver responses, presentations, in a clear and concise manner
3

Administrative Specialist Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of administrative specialist. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative specialist
  • Order office supplies for specific departments
  • Assist with the collection of signatures on fund documentation
  • Provide general support to visitors, vendors and auditors including scheduling meetings and coordinating agendas
  • May be asked to create presentations, reports and documents using desktop publishing software and digital graphics
  • Event planning for company meetings and department outings
  • Collection of data from various sources and inputting into centralized spreadsheet
  • Correlating data in various reports and ensuring accuracy of data
  • Interface with both internal and external personnel in the collection and dissemination of the information
  • Order title and survey on properties from exterior vendors and track
  • Develop and demonstrate a general knowledge of the firm’s products and services
Qualifications for administrative specialist
  • Minimum 1 year of basic computer experience required
  • TS/SCI clearance with FS poly, must be crossover eligible
  • 5 or more years experience as an administrative assistant or equivalent experience
  • Ability to stay organized and to manage multiple high priorities in a fast paced environment
  • Providing high-level administrative support for the Dean of Student’s office, utilizing decision-making authority and independence in prioritizing tasks and policy interpretation
  • Providing direct clerical support, sorting mail, providing calendaring assistance, and assembly of background materials for the Dean and other leadership staff in the Dean of Student Office
4

Administrative Specialist Job Description

Job Description Example
Our company is searching for experienced candidates for the position of administrative specialist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative specialist
  • Serving as Department Time Administrator (DTA) to approve timesheets and time off requests
  • Providing oversight for conference rooms and Danforth Chapel scheduling/reservations
  • Ordering/maintaining office supplies and providing management for the copiers
  • Manages and coordinates the UIA Executive Director’s complex calendar, travel, reimbursements, and mail
  • Reviews the Executive Director's email and prepares draft responses or directs to appropriate individual for response and/or action by the Executive Director
  • Performs special assignments as instructed by the Executive Director
  • Manages the purchase card (pcard) reconciliation monthly, verify charges and keeps receipts and logs for UIA purchases/expenses
  • Manages expenditures, department records, and inventory of office supplies and UIA materials
  • Coordinates professional luncheons, appreciation events, receptions and professional events for the UIA
  • Arranges travel
Qualifications for administrative specialist
  • Possess an understanding of tasks required to accomplish financial tracking and material procurements
  • Physical requirements include ability to stand for copies or scanning, and lifting of up to 10 pounds
  • Schedules and may attend off-campus and out-of-state meetings and conferences
  • Maintains official records and historical files of meetings
  • May supervise work of others as assigned/delegated.Provides back-up to other staff in the office
  • Manage all phases of high priority and high profile projects as assigned to the CPDC by a variety of entities across the University
5

Administrative Specialist Job Description

Job Description Example
Our company is growing rapidly and is hiring for an administrative specialist. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative specialist
  • Provide oversight and support to the Career and Professional Development Center Advisory Board
  • Provide administrative support to department leadership including email correspondence, calendaring, presentation/meeting preparation, travel arrangements & reporting
  • Develop and maintain relationships with both internal and external partners including employers, vendors, students, University leadership and CPDC Advisory Board members
  • Collaborate and Communicate effectively with all levels of staff and partners regarding project status and needs
  • Create and disseminate national and University surveys to monitor trends and to effectively evaluate departmental programming, events and partnerships
  • Develop communication and follow-up plans for a variety of surveys to ensure process and service improvement occurs based on results
  • Work with marketing team to conduct outreach and marketing efforts for targeted initiatives that require direct outreach to students, alumni, or other partners
  • Catalog and communicate with various vendors, software, apps and resources
  • Review and process all hours and payroll for the entire department for 30+ staff and 40+ students
  • Develop and monitor budgets for special projects and department initiatives
Qualifications for administrative specialist
  • Supervise student leaders working on or contributing to projects or departmental initiatives
  • Participate in a variety of events outside of the day-to-day responsibilities of the Career and Professional Development Center in order to support the success of students and alumni
  • Create, maintain and use databases
  • Monitor, order, stock, and/or maintain sufficient inventory of various materials and supplies for supply cabinets, offices and conference rooms
  • Minimum 2 years of experience in office environment required
  • Must be able to travel for business needs (approximately 10% or less)

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