TES Administrative Support Specialist

Auburn University•Auburn, AL

About The Position

The Office of the Vice President for University Outreach seeks an Administrative Support Specialist to support the administrative, budget, purchasing, financial, human resources, and project needs of the Manager, Outreach Business Operations. The position helps manage daily business operations for the office and its reporting departments as VPUO implements its strategic plan. It coordinates routine processes, supports compliance with university policies and procedures, and facilitates timely completion of financial, HR, purchasing, event, and other operational tasks. The position is offered through Temporary Employment Services (TES), an in-house Auburn University Human Resources unit that supplies temporary employees for university staffing needs, including employee absences, peak workloads, special projects, seasonal work, and emergencies. Auburn University students are not eligible for TES.

Requirements

High school diploma or equivalent, plus four years of relevant experience in administrative support, office operations, finance, budgeting, purchasing, human resources, or a related business function.
Appropriate additional education may normally substitute for missing experience at a rate of one year of relevant education per year of required experience.
Ability to understand, apply, and explain administrative policies, procedures, processes, and deadlines.
Strong organizational skills, including the ability to balance multiple priorities, maintain accurate records, and meet deadlines.
Strong written and verbal communication skills and the ability to interact professionally with faculty, staff, vendors, visitors, and university offices.
Proficiency in Microsoft Word, Excel, Outlook, and Teams.
Ability to produce accurate reports, spreadsheets, correspondence, forms, and other business documents with close attention to detail.
Ability to handle confidential and sensitive information professionally and discreetly.

Nice To Haves

Experience in a university, public-sector, nonprofit, or similarly complex organization.
Experience with budgeting, financial reporting, purchasing cards, invoices, travel expenses, HR transactions, or event coordination.
Familiarity with university business systems, records management, and compliance processes such as Banner and Tiger Buy.
Ability to anticipate needs, take initiative, improve processes, and reliably support the Manager, Outreach Business Operations.
Strong customer service skills and ability to collaborate across departments.

Responsibilities

Provide office coverage, welcome guests, manage calls, and distribute mail.
Provide administrative support to the Manager, Outreach Business Operations, including meeting and event preparation, correspondence, document management, and task follow-up.
Prepare agendas, notes, reports, presentations, correspondence, and other materials for the Manager and office initiatives.
Coordinate travel arrangements, expense vouchers, mail distribution, telephone coverage, visitor reception, and other clerical and operational support.
Respond to internal and external inquiries by providing information, researching issues, and referring complex matters to appropriate staff or offices.
Support financial and budget processes by preparing and tracking transactions and monitoring assigned accounts.
Coordinate purchasing and payment activities, including purchasing card reconciliations, invoice processing and routing, budget transfers, expense documentation, vendor registration, professional services contracts, orders, and inventory tracking.
Review documents and transactions for completeness, accuracy, and compliance with university policies, procedures, and internal processes before routing for approval.
Gather, organize, and maintain records, reports, forms, spreadsheets, and databases related to finance, budgeting, purchasing, human resources, grants, events, and administrative operations.
Maintain electronic and physical filing systems to support accurate recordkeeping, audit readiness, and efficient document retrieval.
Assist with routine human resources processes, including EPAF preparation, onboarding, and timekeeping.
Provide limited coordination or guidance to student workers or temporary clerical staff, as assigned.
Plan and coordinate logistics and administrative support for projects, meetings, development events, training sessions, and other office activities.
Support special projects, process improvements, and organizational analysis to improve the efficiency and effectiveness of Outreach business operations.