Administrative Specialist
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Job Description
About Company:
The Russ College of Engineering and Technology at Ohio University
Job Description:
The Russ College of Engineering and Technology at Ohio University is seeking an Administrative Specialist to provide administrative and clerical support to the department and affiliated center faculty and staff for business and operational activities. The Administrative Specialist will serve as the department’s point of contact, providing customer service to internal and external customers. They will apply knowledge of college and university policies and procedures to coordinate and initiate business and operational functions.
Position Responsibilities:
• RECORDS MANAGEMENT: Organizes and maintains student, personnel, and other files. Enters/updates department course information in university systems. Coordinates and maintains student enrollment records and data and develops reports.
• ADMINISTRATIVE AND CLERICAL: Serves as the face of the department for communications. Coordinates and maintains calendars and scheduling for visitors, personnel travel, and events. Assists faculty/staff with student hourly employee efforts. Assists or redirects students for enrollment/course related inquiries.
• PROCUREMENT: Plans for and maintains department consumable inventory purchases. Coordinates purchases requested by faculty and staff. Verifies purchase allowability and obtains required prerequisites. Initiates purchases in the university eProcurement system or on University Pcard. Monitors purchases and ensures invoices are paid and purchase orders are closed. Maintains Pcard purchase documentation and submits Concur reports.
• TRAVEL AND EVENTS: Coordinates and facilitates faculty, staff, and student travel, including planning, reservations, and registrations. Coordinates and facilitates events for the department, affiliated centers/institutes, and student organizations. Coordinates planning through completion of the department annual advisory board meetings.
• BUDGET AND FINANCIAL: Verifies accuracy, appropriateness, and compliance of accounts used for expenditures. Performs department account reconciliations monthly. Prepares/exports financial data as requested by the department chair.
• OTHER: Other duties and special projects assigned by the department chair, including cross-training and coverage for other college academic department administrative specialists.
