Administrative Office Specialist
About The Position
This position performs higher level office support duties and provides specialized program support for a larger department. The incumbent will perform a wide range of administrative office duties including conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing purchasing and payroll support, fulfilling employment administration requirements, making travel arrangements, and maintaining calendars and schedules. The incumbent may also coordinate the activities of committees that are working on special projects and initiatives within the department and/or organization. This position is not responsible for direct patient care.
Requirements
- High school diploma, or equivalency.
- Five years of progressively more responsible experience in an office or administrative support setting.
- Depending upon department of hire, a valid, State of Utah Driver's License may be required.
- Demonstrated computer, Microsoft Office, organization, human relations, and effective communication skills.
- Demonstrated knowledge of basic bookkeeping practices and project management skills.
Nice To Haves
- Working knowledge of KRONOS and iCims applications.
Responsibilities
- Prepares presentation materials for use by others, edits content and adds appropriate graphic and design elements. These responsibilities may include creating basic web content for department PULSE site.
- Composes and/or prepares correspondence, memorandums, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools.
- Performs basic statistical calculations on data for reports and presentations.
- Plans, prioritizes, and schedules meetings and appointments for directors and other management, as assigned.
- Makes decisions on a daily basis regarding calendars, appointments, and scheduling.
- Performs specialized administrative duties required to support the specific department initiatives, using discretion to make judgments based on operating guidelines and policies.
- Supports purchasing requirements for the department, researches items and obtains price quotes, as required, entering information into university systems, following up on purchase orders, and maintaining P-Card information, as required.
- Supports human resource and payroll processes as a primary contact or backup for payroll preparation and submission, leave tracking, appointment papers, and other requirements as assigned.
- Prepares and follows up on staffing requisitions, and schedules interviews.
- Arranges and coordinates travel and travel reimbursement for staff, as assigned by the director's office.
- Compiles and maintains information that may require web or other research, gathering, compiling, and updating data and records.
- Performs other administrative specialist duties in support the mission and function of the department, as required.
- May supervise others in ensuring that processes and protocols are maintained.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
