Administrative Services Specialist II

Tennessee Tech•Cookeville, TN

About The Position

This role serves as a primary point of contact for campus partners, providing guidance on OCM policies, processes, and service requests. The specialist will maintain and update departmental documentation, monitor compliance with university policies, and assist with budget administration, reconciliations, travel, payroll, and personnel transactions. Responsibilities also include managing financial transaction processing, coordinating operational functions, managing special projects, coordinating events and meetings, providing administrative support to leadership, and managing promotional materials. The role may also involve supervising student workers.

Requirements

Serve as a primary point of contact for campus partners who call or visit OCM in person, providing guidance on OCM policies, processes and service requests while connecting clients with appropriate OCM staff.
Maintain and update departmental procedure documentation and operational guidelines. Monitor and support compliance with applicable university policies, procedures and administrative requirements.
Assist the AVP and Financial Manager with budget administration, reconciliations, travel administration, payroll-related processes, labor distribution activities, employee appointment and position management, and other financial and personnel transactions as assigned.
Manage financial transaction processing for OCM and Printing Services, including the collection and submission of IDTs, the processing of invoices and requisitions, and support for purchases made with university assigned credit cards.
Coordinate administrative and operational functions for OCM, including office inventories, key control, equipment management, facilities requests, room scheduling and ordering of office supplies.
Coordinate various special projects as assigned by the Associate Vice President.
Coordinate departmental events, meetings, interviews, trainings and visitor logistics, including reservations, catering and itinerary development.
Provide administrative support to OCM leadership by assisting with departmental planning, resource management and operational needs.
Manage the office's promotional materials and publications inventory.
Supervise student workers as needed.

Responsibilities

Serve as a primary point of contact for campus partners who call or visit OCM in person, providing guidance on OCM policies, processes and service requests while connecting clients with appropriate OCM staff.
Maintain and update departmental procedure documentation and operational guidelines. Monitor and support compliance with applicable university policies, procedures and administrative requirements.
Assist the AVP and Financial Manager with budget administration, reconciliations, travel administration, payroll-related processes, labor distribution activities, employee appointment and position management, and other financial and personnel transactions as assigned.
Manage financial transaction processing for OCM and Printing Services, including the collection and submission of IDTs, the processing of invoices and requisitions, and support for purchases made with university assigned credit cards.
Coordinate administrative and operational functions for OCM, including office inventories, key control, equipment management, facilities requests, room scheduling and ordering of office supplies.
Coordinate various special projects as assigned by the Associate Vice President.
Coordinate departmental events, meetings, interviews, trainings and visitor logistics, including reservations, catering and itinerary development.
Provide administrative support to OCM leadership by assisting with departmental planning, resource management and operational needs.
Manage the office's promotional materials and publications inventory.
Supervise student workers as needed.