Administrative Services Specialist II

Tennessee Tech•Cookeville, TN

2d•Onsite

About The Position

The Office of Communications & Marketing (OCM) Office Manager serves as the primary point of contact for campus partners who contact or visit the office, providing guidance on OCM policies, processes and service requests while directing clients to appropriate staff. Duties include, but are not limited to: maintaining departmental procedure documentation and compliance; coordinating administrative and operational functions; assisting the Associate Vice President and Financial Manager with reconciliations and related transactions; coordinating departmental events, meetings and visitor logistics; providing administrative support to OCM leadership; managing the office's promotional materials and publications inventory; coordinating special projects; and supervising student workers as needed.

Requirements

Bachelor's degree from an accredited institution.
Three years of related professional experience in an administrative support role.
Acceptable equivalents: an associate's degree (or 60 relevant credit hours) from an accredited institution with five years of related experience, or a high school diploma/equivalent with at least seven years of related experience.
Strong organizational and time management skills, ability to prioritize and manage multiple tasks simultaneously.
Excellent verbal and written communication skills.
High degree of professionalism and attention to detail.
Proficiency with standard office software.
Strong analytical skills.
Ability to work effectively both independently and as part of a team.

Nice To Haves

Master's degree from an accredited institution.
Experience in an higher education environment.

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.