Administrative Specialist

University of Richmond

27d•$20 - $26

About The Position

SUMMARY: The Administrative Specialist serves as the assistant to the dean. The Administrative Specialist also performs a variety of office support duties for the deans, such as composing and word processing a variety of standard documents and correspondence, relaying and resolving routine telephone and/or walk-up inquiries, scheduling calendar items and meetings, processing forms, and establishing and maintaining records. The Administrative Specialist maintains the budget for the dean’s office, manages event planning for major programs and celebrations, and compiles statistical data that assists in monitoring the progress and success in meeting strategic objectives. The Administrative Specialist uses sound judgement in making decisions impacting the office and students. JOB DUTIES/RESPONSIBILITIES: Administrative Coordination and Support for Recruitment and Yield Events Supports logistical arrangements for visitor programs and events, including obtaining venues, managing venue contracts, and other administrative needs for events. Manages non-employee travel and hotel reservations; manages and audits transportation grants and reimbursements for prospective and admitted students. Provides support in building management in the Queally Center. Provides support for travel, including event logistics, purchasing card/cash advances, and technological needs. Assists with office, email inbox, and phone coverage. Administrative Coordination and Support for Recruitment and Marketing Projects Provide strategic support for marketing and events projects, including scheduling, recruitment vendor support, recruitment and events budget tracking, inventory management, and other projects. Support management of student employees. Support a wide range of project work in CRM/Slate, including event support, digital communication, reporting, etc. Support other marketing, communications, and recruitment initiatives. Direct Administrative Support to Directors of Admission Maintains the highest degree of privacy and confidentiality given the extremely sensitive nature of both academic and personal student information the Directors of Admission handle daily. Prepare office documents, develop and revise office manuals, proposals, and comprehensive reports for various internal and external constituencies. Corresponds with various internal and external audiences via telephone, email, or memorandum on behalf of the directors. Maintains meeting minutes, calendars, databases, and files. Plans and schedules on- and off-campus meetings; creates agendas and itineraries. Provides logistical travel support to directors, including making appointments, creating itineraries in CRM/Slate, scheduling meetings with alumni, parents, prospective students, travel credit card allocation, and other external constituencies, as well as follow-up correspondence and activities. Executes contract processes in the ESM Solutions Contract Management Portal for the Admission Department, including event related contracts.

Requirements

Excellent communications skills, both orally and in writing, are required.
Ability to organize and complete multiple priorities in a dynamic office environment is required.
Ability to perform accounting procedures and to administer multiple budgets is required.
Ability to plan and coordinate logistics for events with attendance of between 30 and 400 participants is required.
Ability to maintain confidentiality of records and information is required.
Problem solving skills and the ability to work independently is required.
Ability to work as part of a team is required.
Strong proofreading and editing skills are required.
Competency in word processing and spreadsheet software (Microsoft Office), Banner, and Cascade is highly desired.
Competency in social media and web design platforms is highly desired.
Working knowledge of academic policies and procedures and the ability to apply this knowledge daily in interacting with faculty, staff, students, parents/families, and other constituents is highly desired.
Bachelor’s degree
Minimum 3 years of administrative support experience in a professional office setting.
Experience supporting administrative needs, including calendar management, travel planning, reporting, and projects.

Nice To Haves

Competency in word processing and spreadsheet software (Microsoft Office), Banner, and Cascade is highly desired.
Competency in social media and web design platforms is highly desired.
Working knowledge of academic policies and procedures and the ability to apply this knowledge daily in interacting with faculty, staff, students, parents/families, and other constituents is highly desired.

Responsibilities

Administrative Coordination and Support for Recruitment and Yield Events Supports logistical arrangements for visitor programs and events, including obtaining venues, managing venue contracts, and other administrative needs for events.
Manages non-employee travel and hotel reservations; manages and audits transportation grants and reimbursements for prospective and admitted students.
Provides support in building management in the Queally Center.
Provides support for travel, including event logistics, purchasing card/cash advances, and technological needs.
Assists with office, email inbox, and phone coverage.
Administrative Coordination and Support for Recruitment and Marketing Projects Provide strategic support for marketing and events projects, including scheduling, recruitment vendor support, recruitment and events budget tracking, inventory management, and other projects.
Support management of student employees.
Support a wide range of project work in CRM/Slate, including event support, digital communication, reporting, etc.
Support other marketing, communications, and recruitment initiatives.
Direct Administrative Support to Directors of Admission Maintains the highest degree of privacy and confidentiality given the extremely sensitive nature of both academic and personal student information the Directors of Admission handle daily.
Prepare office documents, develop and revise office manuals, proposals, and comprehensive reports for various internal and external constituencies.
Corresponds with various internal and external audiences via telephone, email, or memorandum on behalf of the directors.
Maintains meeting minutes, calendars, databases, and files.
Plans and schedules on- and off-campus meetings; creates agendas and itineraries.
Provides logistical travel support to directors, including making appointments, creating itineraries in CRM/Slate, scheduling meetings with alumni, parents, prospective students, travel credit card allocation, and other external constituencies, as well as follow-up correspondence and activities.
Executes contract processes in the ESM Solutions Contract Management Portal for the Admission Department, including event related contracts.