Administrative Specialist
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Job Description
About the Job
The Russ College of Engineering and Technology at Ohio University is seeking an Administrative Specialist to provide administrative and clerical support to the department chair, faculty, and staff for business and operational activities. This role serves as the department’s point of contact, offering customer service to internal and external stakeholders.
Job Description
The Administrative Specialist will apply knowledge of college and university policies to coordinate business and operational functions. 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 MANAGEMENT: Organize and maintain student, personnel, and other files; enter/update course information in university systems; coordinate and maintain student enrollment records and data.
• ADMINISTRATIVE AND CLERICAL: Serve as the face of the department for all incoming communications; coordinate and maintain calendars and scheduling; assist faculty/staff with student hourly employee efforts; assist or redirect students as appropriate for enrollment/course related inquiries.
• PROCUREMENT: Plan for and maintain department consumable inventory purchases; coordinate purchases requested by faculty and staff; verify allowability of purchase; initiate purchase in university eProcurement system or on University Pcard; monitor purchases and invoices; maintain and organize Pcard purchase documentation.
• TRAVEL AND EVENTS: Coordinate faculty, staff, and student travel; coordinate and facilitate events for the department and affiliated centers/institutes and student organizations; coordinate and facilitate planning through completion of the department annual advisory board meetings.
• BUDGET AND FINANCIAL: Verify accuracy, appropriateness, and compliance of accounts used for department expenditures; perform department account reconciliations; prepare/export financial data.
• OTHER: Other duties and special projects assigned by department chair, including cross-training and coverage for other college academic department administrative specialists.
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.
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
