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Company Name:
Approximate Salary:
Per Hour
Columbus, Ohio
United States
Position type:
Part Time
Experience level:
1-2 Years
Education level:
Associate Degree

Administrative Specialist- Dean's Office (Student Affairs)

Requisition ID: req1987

Job Title: Administrative Specialist- Dean's Office (Student Affairs)

Department: Advising & Student Support

Location: Columbus Campus

Employment Type: Staff

Employment Status: Part-Time Professional

Bargaining Unit: Non-Bargaining Unit

FLSA Status: Non-Exempt

Compensation Type: Hourly

Compensation: $15.93

Schedule: Standard hours are M-F, 7:30 am-1:00 pm; additional hours as needed.

Job Description:

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for persons with disabilities, covered by the Americans with Disabilities Act, in accordance with its requirements.

Duties are numbered for convenience, and do not indicate order in terms of importance, frequency that the duty is performed, or the amount of time spent on the duty.

1. Provides a wide variety of administrative tasks to support and incrementally advance assigned projects toward accomplishment of goals and desired results for the Dean's Office.

2. Performs responsibilities, directly related to the management and general business operations of the Department including developing correspondences for the Deans and the division; assists with scheduling of travel, meetings, reservations, agendas and meeting minute distribution; processing Division monetary and budgeting transactions; and maintaining schedules of the Deans and other Division staff.

3. Originates and creates data fields, spreadsheet criteria, formulas and report formats. Writes and edits data, reports and records requiring the drawing of conclusions and original thought. Develops reporting and record criteria.

4. Stays proficient in current technology and software and seeks out new technologies and software to enhance work and create efficiencies.

5. Speaks for the Deans on routine matters, and resolves and processes complaints and situations not requiring the personal attention of the Deans with a high level of customer service.

6. Serves as initial point of contact and screening for visitor access to the Deans.

7. Exercises sound judgment and discretion in dealing with matters on behalf of the Deans, including assembling, editing and publishing data records, reports, and correspondence.

8. Serves as a resource for decision making in matters delegated by the Deans. May represent the Deans at meetings or in communications in matters delegated by the Dean.

9. Carries out major assignments in conducting the operations of the Department. Works with capital equipment, acts in place of the Deans, organize all information flow directed to the Dean, and the Division and performs other responsible administrative responsibilities on behalf of the Division that requires the exercising of independent discretion pertaining to matters of significance.

10. Maintains excellent working relations with the public, students and internal contacts as representative of the Department, and of the Deans. Assists students on various matters including students who have been referred to the Deans office.

11. Maintains confidentiality of student information and other confidential and sensitive information.

12. Provides additional training and support to all Division staff related to Division information, operations, and procedures.

13. Works assigned schedule, exhibits regular, and predictable attendance and work outside of normal schedule as needed to meet workload demands.

14. Performs other related duties as required.

Usual Physical Demands: The incumbent of this position typically exhibits the physical demands identified in the Functional Job Analysis on file in the College's Human Resources Department and which is periodically reviewed and updated. Physical demands listed in the Functional Job Analysis are not job qualification standards, but are used to help the College assess and determine reasonable accommodations for otherwise qualified individuals covered by the American's with Disabilities Act.

While performing the duties of this job, the employee regularly exhibits digital dexterity when entering data into computer. The employee frequently sits for extended periods of time, and occasionally stands and walks. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee regularly talks and hears. Employee occasionally lifts items up to 30 pounds.

Working Conditions: Normal office working conditions.

Knowledge, Skills and Abilities: Knowledge of: standard office procedures and practices; office administration; business English word usage, spelling, sentence structure, and punctuation; business letter formats. Ability to: develop and maintain good working relationships with associates, supervisors, job contacts and general public; maintain confidential and sensitive information; exhibit a pleasant public manner and telephone etiquette; originate correspondence; work independently. Skill in: typing [35-55 wpm]; application of job software including word processing and spreadsheets; proofreading standard business correspondence and other written documents; customer service; office organization; creating functional report formats; verbal and written communications; performing mathematical calculations including addition, subtraction, multiplication, decimals, percentages and fractions.

Minimum Qualifications:

Associate's degree in Secretarial Science, Business Office Applications, Administrative Assisting, or closely related field of study and at least two years' of experience. Demonstrable skill in typing a minimum of 55 wpm. State Motor Vehicle Operator's License or demonstrable ability to gain access to worksite.