Administrative Support Specialist Job Description

Administrative Support Specialist Job Description

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Administrative support specialist provides customer support for companies standard applications (Desktop Operating Systems, Microsoft Office Suite, including Outlook).

Administrative Support Specialist Duties & Responsibilities

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

Sample responsibilities for this position include:

Assist with duties such as maintaining office condition, coordinating with IT department on all office equipment
Reporting and tracking budgets using Excel and other software
Ensure necessary office supplies are available for command group members, ensure office equipment is operable and ready for immediate use
Submit work order requests to the appropriate office to remediate inoperable office equipment or office defects within the command group
Primary point of contact for all incoming calls and branch visitors
Supports branch in maintaining internal database of qualified candidates
Utilizes resources to source the highest caliber candidates through online social networking, job boards and local media resources
Uses scripted screening questions to identify candidates
Sets appointments for candidate interviews and administers online appropriate candidate testing
Participates in daily requisition meetings

Administrative Support Specialist Qualifications

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

Licensing or Certifications for Administrative Support Specialist

List any licenses or certifications required by the position: CPR, CSWF, J2, APTF, DD-214, MUST, DTS, AFH, LEDS, ODQ

Education for Administrative Support Specialist

Typically a job would require a certain level of education.

Employers hiring for the administrative support specialist job most commonly would prefer for their future employee to have a relevant degree such as Master's and High School Degree in Education, Graduate Education, Graduate, Communication, Faculty, Editing, Graphic Communications, Department of Education, Associates, Nursing

Skills for Administrative Support Specialist

Desired skills for administrative support specialist include:

Office equipment
Excel
Microsoft Outlook
Medical terminology
Clinical trial protocol for the patient population coordinated
Standard of care
Practices and procedures of the function
Microsoft Word and Excel
Microsoft Office Suite
Office procedures

Desired experience for administrative support specialist includes:

Must be at-least 40 wpm average
Must be 18+ average
Previous accounting experience if applicable
Supports the development of candidate executive summary for resume submittal
Facilitate Rockwell Automation inc. and client specific on-boarding process
Maintains and updates thorough, accurate, and compliant documentation of all client, candidate, and temporary employee interactions via front office system and filing system

Administrative Support Specialist Examples

1

Administrative Support Specialist Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of administrative support specialist. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administrative support specialist
  • May be responsible for candidate submittal and order fulfillment
  • May send US verify link to candidates that are at interview stage
  • Work under the direction of manager to maintain inventory of office supplies & equipment
  • Assist the Analytical Instrumentation Facility with billing internal clients of AIF
  • Act as the point of contact for internal client inquiries
  • Provide customer service to students, faculty, and staff visitors and serve as front line communication for the unit
  • Support and provide training for staff, student leaders (including Treasurers for both Student Government and the Union Activities Board), and student senate (including the Finance Committee)
  • Assist with student body elections system and process
  • Verify student eligibility in accordance with university regulations
  • Provide support for events and programs
Qualifications for administrative support specialist
  • Must be organized, have excellent communication skills ¿ both verbal and written, and professional demeanor
  • Must have the ability to learn new software and navigate the internet with ease
  • Oversee hiring process for student employees
  • Provide administrative support for the Collegiate Link “Get Involved” Portal as needed
  • P-Card – preparing documentation to scan
  • Travel – train new employees with system and help with questions
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Administrative Support Specialist Job Description

Job Description Example
Our company is searching for experienced candidates for the position of administrative support specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative support specialist
  • New Student Orientation – help integrating new students
  • International Students – help with paperwork and processes to bring international interns to NCSU
  • Filing and organization of paperwork
  • Supplies – keeping office & labs stocked
  • Membership – send members materials, updating membership directory, answering questions
  • Financial analysis, cash flow projections and reconciliation of projects
  • Students – help with travel arrangements and reimbursements
  • Managing calendar and scheduling appointments with donors and prospects, administration, all other meeting types
  • Serving as liaison and speak on behalf of the EDOD and Asst DOD as appropriate
  • First line of contact in absence of supervisors
Qualifications for administrative support specialist
  • Minimum 0-1 year of administrative or customer service experience
  • Excellent PC skills utilizing the full suite of Microsoft Office products
  • Current computer skills including proficiency with word processing, e-mail, web browsers, presentation software, and spreadsheets or databases
  • Experience with any or all of the following application can be a huge catalyst in being successful in this position
  • This position will require the selected candidate to possess an Active Secret level security clearance prior to beginning work
  • Independently drafting correspondence, memos and acknowledgement letters on behalf of supervisors
3

Administrative Support Specialist Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of administrative support specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative support specialist
  • Planning logistics for meetings and preparing supervisors for upcoming meetings
  • Serving as liaison among SOTF leadership, including Faculty Chair, event consultant, NC Biotechnology Center partners, and volunteer leadership
  • Coordinate semi-annual board and various other meetings, and provide staff support for SOTF
  • Coordinates, produces and distributes marketing and promotional materials for academic programs and the School
  • Maintains and produces updates to School webpages
  • Gathers materials and compiles information for annual report, ensures review and approval by the Director, and coordinates professional production of annual report
  • Performs special assignments as instructed by Director
  • Schedule and set up fall and spring board meetings for IMSE
  • Prepares presentation materials for the department or department leader(s) including spreadsheets, reports, presentations, technical papers
  • Organizes and coordinates departmental activities and events including placing catering orders, setting up, and cleaning afterward
Qualifications for administrative support specialist
  • Experience coordinating faculty personnel actions
  • Experience in setting up computers, scanners, and printers
  • Experience with any or all of the following applications will be a huge catalyst in being successful in this position
  • Experience providing security administrative support to include issuing and creating security badges and visitor badges
  • Experience creating badges for new employees and reissue badges to current employees as needed
  • Meets multiple concurrent deadlines and remains task oriented
4

Administrative Support Specialist Job Description

Job Description Example
Our growing company is hiring for an administrative support specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative support specialist
  • Provide administrative support for Business Managers in Wells Center for HR processes
  • Coordinate the preparation of manuscripts, grant proposals, post awards and other academic materials
  • Assist with special programs in the Wells Center such as Onboarding Wells Interns and Wells T35 students
  • Helping maintain all Graduate student records, collecting and organizing all departmental graduate program application, entering all departmental graduate application information into the Gradwatch system, preparing graduate application information package for review of the ISE graduate program committee
  • Entering ISE graduate students’ hire, rehire, and separation action in NextGen system
  • Accessing databases (SIS) as needed for student information in order to check graduate students’ GSSP status and academic standings for ISE faculty
  • Position will also be responsible for handling financial transactions for the Additive Manufacturing Lab (CAMAL) and ISE Department
  • This position will also assist processing CAMAL service center invoices in PeopleSoft Financials, sending invoices to the clients, and following up with Accounts Receivable dept
  • Acts as a project leader on special projects
  • Working in close partnership with the CCSC chair to execute and oversee the responsibilities of the CCSC, subcommittees, and ad hoc committees
Qualifications for administrative support specialist
  • Familiarization with general accounting principles, fiscal budget control procedures and computerized accounting
  • Minimum eleven (5) years of experience in office administration
  • Creation of documents, presentations, and other projects for management
  • Real-time tracking of progress on current initiatives in support of Local Project Management
  • 3-5 years of experience in proven administrative career development
  • Closely collaborate with each committee chair, providing project management support to document all committee action items and timelines, maintain and monitor committee progress reports, field committee inquiries to accomplish action items, and support committee reports on progress and accomplishments each month
5

Administrative Support Specialist Job Description

Job Description Example
Our growing company is hiring for an administrative support specialist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative support specialist
  • Assist the Associate Director of Academic Personnel in college-wide recruitment efforts – both targeted and competitive – including preparing/proofing/archiving search materials, communicating with units on procedure and status, coordinating administrative approvals, and assisting with drafting offer letters as appropriate
  • Coordinate and provide administrative support as appropriate for the CLAS Senate, Dean’s Faculty Advisory Committee, Dean’s Academic Professional Advisory Committee, and other college/university committees as assigned
  • Supervise, train, advise, and monitor activities of staff as appropriate
  • Use various office automation programs to maintain administration records, retrieve stored information, and present data in a functional format
  • Write correspondence
  • Screen requests for access to animal rooms and other areas for approval by the RSD Chief
  • Serve as the IACUC Coordinator alternate
  • Plan, coordinate, and arrange conferences, special events, including preparing agendas, assembling handouts, and notifying participants
  • Manage the day to day administrative activities of Children’s Health Services Research, communicate with staff, faculty and fellows regarding policies and procedures
  • Provide executive administrative support to the pediatric research network, including the executive director, research coordinators and clinical study technicians
Qualifications for administrative support specialist
  • Must have a clean criminal record
  • The various systems include SharePoint
  • Coordinate activities for the Pediatric Health Services Research Fellowship Program to include assisting in the development, preparation, and routing of fellowship proposals
  • Coordinate, facilitate and act as a liaison for various phases of the search and screen process for faculty recruiting efforts
  • Assist the vice chair in preparing major reports and complex documents for distribution
  • Provides administrative support to executive

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