Administrative Specialist III-Financial Aid

University of Arkansas System•Monticello, MN

2d•Onsite

About The Position

The Administrative Specialist III is responsible for coordinating office event planning, ordering and maintaining office supplies and inventory, preparing communications such as emails, invoices, or reports, preparing expense reports, and managing travel arrangements. This role provides essential clerical and operational support to office staff, including answering phones, data entry, and preparing and updating records and reports. Additionally, the position provides customer service to visitors. This position is governed by state and federal laws and agency policy.

Requirements

Formal education equivalent of a high school diploma
One (1) year of specialized training or work experience in business management, business education, or a related field
Three (3) years of experience in a specialized or related field applicable to work performed
Hands-on experience and knowledge of the operation of general office equipment
Familiarity with computers and intermediate-level competency using office productivity applications
Excellent problem-solving skills
Strong attention to detail, especially with respect to records and communication with constituents
Excellent time management skills
Ability to work under pressure
Adaptability to shifting priorities and deadlines
Ability to maintain a civil, patient, and professional demeanor in interactions with all types of constituents, including students staff, faculty, and external stakeholders
Willingness to take the initiative, especially in learning and integrating knowledge of office procedures
Ability to plan, organize, and coordinate with others
Ability to research, interpret, and apply policies and procedures
Proof of legal authority to work in the United States on the first day of employment

Nice To Haves

Three (3) years experience in performing administrative support duties
Minimum of three (3) years experience using productivity software, such as Microsoft Word, Excel, and Access

Responsibilities

Serve as receptionist for the office of financial aid by following procedures to open and close during normal business hours
Provide administrative support for the Director as required and requested
Manage the needs of the office in a punctual, timely, and proactive manner
Create, organize, and process files as well as keep a well-maintained filing system
Data entry of demographic and financial information
Manage the inventory of office supplies, equipment, etc.
Answer telephone and direct calls appropriately, and provide answers as needed
Manage phone, voicemail, and email messages
Provide friendly, welcoming, and positive customer service to students, faculty, and staff
Ensure the office/reception area is organized, clean and presentable at all times
Greet constituents who visit the office
Other duties as assigned