ADMINISTRATIVE SPECIALIST JOB DESCRIPTION

Running a university center or college office without dedicated administrative oversight means faculty development programs stall, scholarship correspondence goes unanswered, and budget reconciliation falls to academic leaders who were not hired to do it. The Administrative Specialist steps in as the operational backbone of an academic unit, owning calendar management, fiscal processing, and records coordination so that academic work can proceed. In higher education, this person often operates under frameworks like the Open Public Meetings Act and institutional records retention policies - compliance areas that carry real institutional risk. No two weeks look alike.

As the Administrative Specialist, you translate the priorities of a Center Director or Associate Dean into reliable daily operations, handling everything from budget reconciliation and reimbursement processing to faculty communications and event coordination. You sit within a single academic unit, with scope that reaches across neighboring departments, external institutions, and student-facing programs.

Career Impact: Experience managing institutional budget systems, such as university financial platforms and records retention programs, builds a verifiable track record that transfers directly into senior administrative or operations management roles within higher education.

Business Impact: Faculty development programs, scholarship disbursements, and academic Center initiatives reach their intended audiences only when the administrative infrastructure behind them is accurate and timely - work this role owns entirely.

Growth Opportunity: Exposure to university HR processing, fiscal policy, and cross-departmental liaison work prepares an Administrative Specialist to move into roles such as Department Administrator or Operations Manager at the college or university level.

• Manage complex calendar systems for a Center Director or Associate Dean, anticipating scheduling conflicts and near-term priorities.
• Administer unit budget by processing transfers, reconciling reimbursements, and maintaining accurate ledger records throughout each fiscal cycle.
• Coordinate all stages of applicant and stakeholder correspondence, ensuring timely and accurate communications on behalf of academic leadership.
• Draft, proofread, and distribute professional documents, including memos, program reports, and policy-facing correspondence to internal and external audiences.
• Support HR and payroll processes by preparing appointment paperwork, processing certifications, and maintaining personnel files within institutional systems.
• Coordinate logistics for workshops, seminars, and academic programs, managing venue, materials, staffing, and follow-up documentation.
• Maintain document management systems, including confidential files, SharePoint repositories, and compliance records to meet institutional retention requirements.

• Bachelor's degree in Business Administration, Public Administration, or a related field, or equivalent work experience.
• Three or more years of administrative support experience in a higher education or similarly structured institutional environment.
• Demonstrated ability to manage and reconcile budgets, process reimbursements, and maintain accurate financial records.
• Strong written and verbal communication skills, with the ability to draft professional correspondence independently and proofread for accuracy.
• Ability to maintain confidentiality and exercise discretion when handling sensitive personnel, student, or legal information.
• Proficiency with productivity and collaboration suites, with the ability to learn institution-specific platforms quickly and with minimal instruction.
• Strong organizational skills with demonstrated ability to manage competing priorities, track deadlines, and work reliably with limited supervision.

• Prior experience supporting a senior academic administrator, such as a Dean, Associate Dean, or Center Director, in a university setting.
• Familiarity with institutional financial systems, expense reporting platforms, or grants administration in a higher education context.
• Working knowledge of records retention requirements, open meetings compliance, or other regulatory frameworks applicable to public institutions.
• Experience coordinating faculty development programs, academic events, or cross-departmental institutional initiatives.

• Calendar utilization rate, reflecting how fully leadership time is protected from scheduling conflicts and last-minute changes.
• Budget reconciliation accuracy rate, measured by the percentage of ledger entries and reimbursements processed without correction.
• Document turnaround time, tracking how quickly correspondence, reports, and approval packets move through required review cycles.
• Records retention compliance rate, measured against institutional audit cycles and applicable open meetings or privacy frameworks.
• Event readiness score, based on stakeholder feedback from workshops and seminars the role coordinates directly.
• Typical tools: institutional financial systems (commonly Banner or equivalent ERP); document management platforms (commonly SharePoint); calendar and communication suites (commonly Microsoft 365 or Google Workspace).

• Base Salary Range: $45,000 to $62,000 annually, varying by institution size and location
• Bonus: Merit-based increases common; formal bonuses rare in higher education settings
• Equity: Not typically offered in this sector
• Health Benefits: Medical, dental, and vision coverage; employer contribution rates vary by institution
• PTO: 15 to 22 days annually, plus university holidays and winter closure
• Common Perks: Tuition remission or waiver for employee or dependents; defined contribution retirement plan

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for this position, and employment is contingent on successful completion of a background check. Applicants with disabilities may request reasonable accommodations at any stage of the hiring process. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected under applicable federal, state, or local law.

The Administrative Specialist owns the full span of executive and operational support for a large department or division, including calendar and travel management, budget tracking, and staff supervision. Reporting to departmental leadership, this role delivers coordinated administrative operations that enable leadership to focus on organizational priorities.

Key Responsibilities

• Manage calendars, arrange appointments and meetings anticipating organizational and leadership priorities, plan travel itineraries, and may direct others in doing some aspects of this work.
• Screen telephone calls and visitors, refer to the appropriate staff member, and explain departmental, division, and KFHPW policies and procedures in response to inquiries.
• Plan, coordinate, and implement space and equipment changes for a large Department or Division, and may place orders for supplies and office equipment.
• Establish and maintain complex departmental filing systems, including confidential files, direct others in sorting and routing mail, and review manager's mail to research issues and provide recommendations.
• Use word processing software to type letters, reports, and presentation materials, compose correspondence independently, proofread documents, and maintain established databases.
• Track and monitor budgets, post data to ledgers, reconcile invoices, resolve discrepancies, collect data, format ad hoc reports, and analyze data to formulate conclusions or recommendations.
• Supervise staff regularly with hire, fire, training, and performance management responsibility, coordinate projects and complex meetings, develop timelines, prepare work plans, and take and distribute minutes.

Required Qualifications

• High School Diploma or General Education Development (GED) required.
• Minimum 5 years of administrative or comparable experience.
• Experience with project planning and coordination.
• Good writing, math, customer service, and communication skills with initiative.
• Discretion and strong analytical ability.
• Proficiency with software used by the department, typing at 55 WPM, and skills testing as appropriate.
• Advanced education courses preferred.

Embedded within a university Center focused on teaching and learning, the Administrative Specialist independently manages program planning, budget administration, and pedagogical platform support on behalf of the Center Director. Working closely with faculty, staff, and neighboring institutions, this role enables the Center to deliver consistent communications, well-run initiatives, and effective faculty development opportunities.

Core Functions

• Provide basic support to the Center Director on a day-to-day basis and assist in programming planning, development, and implementation.
• Support the management of various pedagogical platforms such as Credly and Poll Everywhere.
• Administer the Center budget and promote pedagogical development opportunities to faculty and staff.
• Send university communications on behalf of the Center and collaborate with other departments or neighboring institutions on Center initiatives.
• Manage the flow of issues and projects requiring near-term responses or anticipatory preparations, and serve as the primary point of contact for the Center's calendar.
• Exercise creative and independent decision-making in interpreting, communicating, and applying university and unit policies and procedures in performing daily duties.
• Oversee the work of temporary employees within the Center.

Qualifications & Experience

• Bachelor's degree in a relevant field or equivalent combination of education and experience.
• 3 years of progressive administrative support experience, preferably in higher education.
• Understanding of university policies, procedures, and regulations.
• Demonstrated knowledge of theories of learning and teaching, and prior work experience in a higher education setting preferred.
• High level of computer literacy with Microsoft and Google Suites, ability to use Excel and PowerPoint for data analysis, and working knowledge of Adobe Suite and graphic design.
• Knowledge of the M-Pathways financial system, Concur.
• Forward-thinking, detail-oriented, and personable with excellent communication skills.
• Adaptability to changing priorities.
• Demonstrated ability to collaborate effectively.

Reporting to the senior advisor and/or senior research associate, the Administrative Specialist manages administrative support across meeting logistics, travel coordination, property control, and staff supervision for the Center of Excellence for Children's Behavioral Health. Partnering with team leads, research associates, communications staff, external consultants, and sub-contractors, this role strengthens the Center's operational effectiveness and enables program delivery for children's behavioral health initiatives.

Primary Duties

• Direct meeting and conference logistics, including securing event location, soliciting vendor quotes, and ensuring meetings are adequately staffed.
• Assist provider agencies in branding and messaging.
• Develop and recommend policies and procedures to improve the effectiveness and efficiency of internal administrative operations.
• Manage and coordinate property control processes related to office equipment, office supplies, and other areas as needed.
• May supervise administrative support staff, including senior administrative coordinator, administrative assistant, student assistants, and temporary staff.
• Manage the travel request process, ensuring all travel requests are processed on time.
• Provide support to the COE Leadership Management Team on specific projects, including travel arrangements and scheduling meetings and interviews.

Skills & Qualifications

• Bachelor's degree and two years of administrative experience, or high school diploma or GED and 6 years of administrative experience, or a combination of education and related experience.
• Event planning, coordination, project management, and supervisory experience, including employee training and development.
• Computer proficiency, including Microsoft Office.
• Excellent oral and written communication skills.
• Proven ability to manage and prioritize multiple tasks.

Sitting at the intersection of regulatory compliance and member services, the Administrative Specialist coordinates annual reporting, enrollment, fee collection, and website maintenance for the Central Arizona Groundwater Replenishment District. Operating across internal database systems and complex legal and engineering documents, this role supports the District's conservation program and replenishment operations that sustain regional water resources.

Duties

• Coordinate and implement the CAGRD annual reporting processes and procedures.
• Coordinate the membership enrollment process and assist in the conservation program.
• Coordinate the fee collection process and annual replenishment activities.
• Maintain the CAGRD website content and administer contracts and agreements.
• Maintain the database.

Requirements

• Associate's degree, or high school diploma/GED, plus 2 additional years of related work experience.
• At least 3 years of experience performing technical or research work.
• Ability to read and interpret complex documents, including engineering, business, and legal documents.
• Experience reading property legal descriptions preferred.
• Demonstrated critical thinking skills.
• Proficiency using Microsoft Office, including Word and Excel.
• Working knowledge of ESRI ArcGIS preferred.
• Excellent customer service and professional interpersonal relationship skills.

Consistent and well-controlled college administration depends on the Administrative Specialist, who delivers confidential executive support to the Associate Dean, including email management, ProCard reconciliation, budget assistance, and records retention coordination. Based within the Dean's Finance and Administration team and serving as the College's designated Records Retention Coordinator, this role enables accurate fiscal and HR processing and supports scholarship, recruitment, and communications operations across the college.

Accountabilities

• Provide direct confidential executive support to the AD by screening, directing, and prioritizing emails and independently drafting and proofing correspondence, managing records, deadlines, and action items.
• Handle routine inquiries independently, keep the AD and finance directors aware of crucial deadlines, and synthesize data from multiple sources to provide final administrative or communication responses on behalf of the AD.
• Provide administrative workflow improvements, support recruitments, manage and reconcile the assigned ProCard weekly, and prepare and process travel and other reimbursements.
• In collaboration with the fiscal team, reconcile AD budgets, assist in fiscal and HR processing, and perform minute-taking for Dean's Finance and Administration-related meetings.
• Utilize and maintain existing databases, assist in entering data into Axiom for budget planning and into Community Force for scholarships, and serve as the point of contact for database support.
• Coordinate communications at all stages of applicant correspondence, maintain materials in SharePoint, and serve as the College's designated Records Retention Coordinator.
• Manage and monitor UW Privacy office reports, oversee and update AD team web pages, and provide general reception support as needed.

Background & Experience

• Experience managing complex calendars for senior-level executives and demonstrated expertise in managing and reconciling budgets, travel, and expenses.
• Previous experience as an assistant to a senior leader, with experience in university or college scholarship processes preferred.
• Working knowledge of UW policies and procedures, the Open Public Meetings Act, and Washington state ethics policies and rules.
• Intermediate proficiency with Microsoft Office Suite, MS Teams, SharePoint, and Zoom.
• Ability to manage web and social media platforms.
• Experience with Microsoft Photoshop, Publisher, and Adobe Acrobat.
• Highly developed interpersonal, written, and oral communication skills.
• Ability to handle sensitive and confidential information with tact and discretion.
• Ability to perform successfully in a high-volume setting with constantly changing deadlines and priorities, work independently with reliability and accuracy, and quickly learn multiple complex software systems.

As the Administrative Specialist supporting the Fargo-Moorhead Diversion Authority Public-Private Partnership Program Team, this role provides administrative coordination across scheduling, meeting documentation, project filing, and report production for a major infrastructure program exceeding $100M. The P3 Program Team relies on this work to maintain accurate records, support internal and external audits, and enable timely communication across the client, developer, and management services team.

Activities

• Provide administrative duties, including typing, filing, and scheduling, for the P3 Manager and other P3 Management Team members.
• Attend meetings with the P3 Team, Client, and Developer, preparing agendas, distributing invites, maintaining attendance rosters, taking and compiling meeting minutes, and distributing and filing final versions of meeting documents.
• Prepare, distribute, and manage invitations to meetings and other events, and coordinate planning and procurement of services and venues.
• Maintain project files in hard-copy and electronic retention systems and assist project teams with the timely retrieval of documents and assembly requirements for internal and external audits.
• Support development and delivery of reports, presentations, and correspondence, and coordinate production and scheduling of support services, including graphics, editing, and reproduction.

Professional Experience

• 10 or more years of experience in an Engineering Design, Construction, or Contractor environment as a team member for major infrastructure projects in excess of $100M USD, focused on administrative components during the construction phase.
• Experience serving in the role of Office or Facility Manager.
• Well-versed knowledge of construction operations.
• Extensive experience with Microsoft Office Suite, including Word, Excel, PowerPoint, and Access.
• Experience with SharePoint and ACONEX.
• Comfortable operating independently in a fast-paced, schedule-driven environment.

Administrative Specialist shapes fiscal administration, human resources support, and event preparation for a university academic Center, handling budget transfers, payroll certification, and program logistics. Success in the position means workshops, seminars, and daily Center operations run smoothly, supporting the Center's mission of serving K-12 educators, campus administrators, and external constituents.

Role Responsibilities

• Prepare budget transfers, check requests, deposits, and internal accounting records, and perform other duties related to fiscal administration.
• Support human resources processes by administering appointment paperwork and payroll certification.
• Support staff with calendar management, meeting and program preparation, and daily project management of multiple projects.
• Compose and prepare written documentation and correspondence, including brochures, flyers, and website content, and provide office and clerical support, including mail preparation, filing, and database entry.
• Greet guests and answer phone calls.
• Assist with preparing for workshops, seminars, and programs of the Center.
• Perform other administrative duties as required to support the mission and function of the unit.

Education & Experience

• High school diploma.
• Four years of general office experience, with customer service experience.
• Experience communicating effectively both orally and in writing with diverse populations, including K-12 educators, campus administrators, and external constituents.
• Experience with Microsoft Office programs and familiarity with USF systems such as GEMS, Banner, FAST, and Travel, with experience with USF Foundation systems and procedures preferred.
• Excellent grammar, communication, and interpersonal skills.
• Demonstrated ability to make confident decisions in a fast-paced environment.
• Flexible availability, including one to two evenings per month as needed.

The Administrative Specialist owns the full cycle of order management and customer account support, including quoting, order entry, PO receiving, invoice processing, and parts procurement for a sales operations team. Reporting to departmental management, this role builds the reliable administrative infrastructure that keeps customer files, inventory, and shipping arrangements aligned and enables the sales team to meet customer commitments.

Day-to-Day Responsibilities

• Provide general administrative support to department staff.
• Process orders, including quoting, order entry, PO receiving, and invoice processing.
• Check account status, update account information, and enter new customer data into the system.
• Prepare sales reports and proposals.
• Develop and mail correspondence, answer telephones, and maintain customer files, sales orders, and invoices.
• Manage parts procurements, inventory tracking, and all shipping arrangements.
• Coordinate meetings and trainings, and maintain a presentable office space and supplies.

Technical Qualifications

• Associate's degree.
• Three or more years of related experience.
• Experience with ERP systems such as SAP or Baan, or similar order management systems, preferred.
• Japanese or German language knowledge is a plus.
• Proficient in Microsoft Excel, with basic skills in Microsoft Word, PowerPoint, and Outlook.
• Strong detail orientation with analytical and deductive reasoning skills.
• Exceptional organizational skills.
• Flexibility in a fast-paced setting.
• Excellent customer service skills, including strong listening, follow-up, and willingness to support others.

Embedded within a funeral home's office management team, the Administrative Specialist delivers front-line client support, including permit and contract processing, funeral planning assistance, and accounts receivable management. Working closely with Funeral Directors and Sales Counselors, this role ensures accurate invoicing and compassionate service that enables client families to navigate arrangements with clarity and confidence.

Scope of Work

• Greet location visitors and answer calls.
• Complete required permits and certificates and process pre-need and at-need sales contracts.
• Create and modify documents, correspondence, and reports.
• Provide transportation services as needed and assist client families with past due accounts and process payments.
• Partner with Funeral Directors and Sales Counselors to assist client families in funeral and visitation planning.
• Ensure all invoices are audited for accuracy before forwarding to the accounts payable department, and process orders for markers.

Position Requirements

• One or more years of administrative support experience.
• Proficient in MS Excel, Word, Outlook, and PowerPoint.
• Professional communication and organizational skills.
• Ability to work well in a team-based environment.
• Willing to learn new software and tasks.

Reporting to logistics management, the Administrative Specialist monitors and distributes financial data reports, tracks supply chain service costs, and liaises with stakeholders to resolve operational finance issues for DSV's supply chain operations. Partnering with internal and external stakeholders across finance and operations, this role delivers the cost visibility and KPI analysis that enables management to maintain budget control and improve service performance.

What You'll Do

• Generate, monitor, and distribute financial data reports for internal and external stakeholders.
• Assist with the analysis of KPI achievement status reports to detect areas of improvement for operational and service performance.
• Monitor DSV's supply chain service costs to ensure they are controlled, and budgets are achieved.
• Escalate any developments or issues related to DSV's supply chain service to management.
• Liaise with relevant stakeholders to extract information and problem-solve in areas concerning operational finances.

Knowledge, Skills & Abilities

• Minimum two years of experience in Administration within the logistics field.
• Experience using Microsoft Office.
• Excellent verbal and written communication skills.
• Well-developed problem-solving skills.
• Ability to monitor and maintain data reports for internal and external stakeholders.

Precise and well-organized corporate operations depend on the Administrative Specialist, who delivers report preparation, travel arrangement processing, purchase requisition management, and meeting coordination in support of office staff at all levels. Based within the corporate administrative function and serving as back-up to senior administrative support, this role enables smooth day-to-day operations and ensures accurate, timely delivery of administrative services to internal teams and external visitors.

Performance Expectations

• Prepare and format reports, memos, correspondence, and forms.
• Assist employees with travel arrangements, including transportation and hotel accommodations, and process travel expense reports in a timely manner.
• Prepare purchase requisitions and follow through the approval process and delivery of materials.
• Schedule meetings, reserve conference rooms, coordinate and support meetings, including obtaining clearances and badges for visitors, and set up conference rooms with necessary media.
• Order office supplies and monitor printers and copiers for supplies and maintenance.
• Organize, provide, and coordinate incoming and outgoing mail and shipments.
• Provide back-up to higher-level administrative support.

Skills & Qualifications

• High school diploma or equivalent.
• At least two years of professional experience.
• Experience in Microsoft Office applications, including Word, PowerPoint, and Excel, with typing and proofreading skills.
• Strong written and oral communication skills, effective interpersonal skills, customer service orientation, and ability to represent the company favorably to customers and visitors.
• Detail-oriented with strong organizational skills, ability to prioritize and handle multiple tasks and projects.
• Demonstrated flexibility and ability to exercise sound judgment.
• Must work well in a team environment.

As the Administrative Specialist supporting a consulting team, this role coordinates project report preparation, proposal support, office IT administration, compliance documentation, and training event implementation across a small consulting business environment. The consulting team relies on this work to maintain financial accuracy, meet compliance requirements, and deliver well-resourced projects for an internationally focused client base.

Delivery Expectations

• Provide general administrative support to a consulting team and assist with project reports, proposal preparation, and project setup and maintenance.
• Manage document filing both in paper and electronic formats, answer phones, and respond to inquiries.
• Audit timesheets and expenses in financial software, and process and deliver incoming and outgoing mail.
• Administer office IT, software support, and resources, and file and manage compliance requirements and insurance documentation.
• Support the implementation of training and events, order and maintain equipment and office supplies, and assist with the processing of new employees.

Education & Experience

• Minimum of a Bachelor's degree in Business, Accounting, International Relations, or Public Administration, or equivalent years of work experience.
• Previous experience in office administration and support.
• Consulting office experience preferred.
• Prior experience in a small business environment preferred.
• Experience with financial time and expense software.
• Excellent PC skills.
• Spanish, Mandarin, or Arabic language skills are a plus.
• Good oral and written communication skills.
• Ability to organize and prioritize, and work well both independently and in teams.

Administrative Specialist leads office environment management, onboarding support, events, and administrative service improvement projects for a large company's UK office. The work directly supports business leaders and the global admin team by ensuring a high-quality office environment, compliant processes, and well-delivered administrative services that enable staff productivity and stakeholder satisfaction.

Key Deliverables

• Manage stationery, snacks, catering, and office supplies, and maintain cleaning, office greenery, decor, and office environment innovations to keep a high-quality office service standard.
• Support the onboarding process for new starters.
• Conduct and support events.
• Support staff with administrative needs and provide training to the global admin team.
• Apply budget management and analysis of office service costs, conduct or support admin service improvement projects, ensure service compliance within company policy, and implement required process changes.
• Engage with business leaders and stakeholders on admin projects and partner with stakeholders to ensure successful project delivery.

Required Qualifications

• Bachelor's degree.
• 4 or more years of relevant admin management experience in large companies preferred.
• Strong organization, budget, reporting, project, and stakeholder management skills.
• Solid analytical and critical thinking ability.
• Experience managing risk and negotiations.
• Hospitality management skills with the ability to generate creative ideas to provide outstanding service, and cross-team collaboration skills.
• Team player and individual contributor with excellent communication skills and ability to work cross-functionally in a fast-paced environment.

Sitting at the intersection of legal operations and institutional administration, the Administrative Specialist serves as the first point of contact for the Office of General Counsel, independently managing calendars, processing financial vouchers, drafting documents under attorney supervision, and coordinating technology support as the LAN Tech representative. Operating across internal staff, government officials, and executives, this role ensures the Office runs with the accuracy, confidentiality, and responsiveness that legal operations demand.

Operational Focus

• Independently administer and manage comprehensive administrative responsibilities, serving as the first point of contact for visitors and callers and resolving routine and complex inquiries from internal and external clients, government officials, and executives.
• Manage calendars, schedule meetings, handle logistics for workshops, coordinate travel arrangements, compose letters, proofread and edit correspondence, and maintain office supply and equipment inventory.
• Serve as the LAN Tech representative and first point of contact within the office for technology support, including Google Mail, Google Calendaring, and Help Desk coordination.
• Process small purchase vouchers, reimbursements, large purchase requisitions, travel reimbursements, and journal vouchers, and order supplies and equipment.
• Draft documents and respond to letters under the supervision of attorneys and the business manager, read and sort incoming mail, and ensure the timely delivery of outgoing mail.
• Establish and maintain calendar and deadline reminder systems, perform data entry, maintain files and databases, gather information to create reports, and prepare meeting materials.
• Update web pages, schedule conference rooms, and assist in arranging special events.

Minimum Qualifications

• High school diploma or equivalency.
• 1 year of related office experience, or equivalent combination of training and experience.
• Experience with Microsoft Office programs and Google Applications or similar software.
• Ability to work with spreadsheets and databases to compile reports.
• Ability to quickly learn new software applications with minimal instruction.
• Outstanding interpersonal, customer service, verbal, and written skills.
• Ability to maintain confidentiality and exercise professionalism and discretion with internal and external constituents.
• Detail-oriented, organized, reliable, and able to work independently with good judgment and initiative.

A key member of the Single Family division at HCDD, the Administrative Specialist delivers advanced administrative support including document management, data analysis, professional writing, and approval process coordination across the division. Collaborating across internal divisions and external departments, this role enables timely program delivery and operational accuracy that supports the division's housing community development goals.

Job Functions

• Perform a variety of administrative duties, including calendar management, meeting coordination, travel coordination, reimbursement processing, invoice payment management, and document management.
• Coordinate administrative processes, obtain appropriate approvals, and track and remove barriers to timely flow of documents through required approval processes.
• Assist in the development and documentation of processes, procedures, and workflows, and identify and promote new ways to optimize delivery of administrative support.
• Research and write professional documents, including presentations, correspondence, memos, program reports, procedures, and analysis, and prepare illustrative materials, diagrams, and charts.
• Proofread and edit documents with advanced knowledge of spelling, grammar, usage, capitalization, and punctuation rules.
• Manage the compilation or completion of large documents with edits from multiple users and plan, organize, and coordinate assignments to meet established deadlines.
• Collect, analyze, and evaluate data from multiple specialized topics, create spreadsheets and data collection tools, and serve as a liaison to internal divisions and external departments to facilitate division operations.

Qualifications & Experience

• Superior written and oral communication skills, including the ability to identify and correct errors in English usage, grammar, and arithmetic calculations.
• Well-developed analytical, critical thinking, and problem-solving skills.
• High personal work standards and attention to detail.
• Results-oriented with confidence, creativity, and focus to exceed expectations and take ownership of assignments to achieve goals.
• Highly functional in a dynamic, challenging environment.
• Ability to anticipate and remove obstacles that slow down or prevent programs from delivering on stated objectives.

A key member of the site administrative team, the Administrative Specialist delivers comprehensive secretarial, administrative, and clerical support across research, correspondence, data entry, and complex travel coordination at a Department of Energy facility. Collaborating across client groups, managers, and staff, this role ensures accurate information flow and operational continuity that enables project teams to meet program requirements.

Functions

• Perform a variety of secretarial, administrative, and clerical duties of either a general or specialized nature through research, analysis, and coordination with other functions and disciplines.
• Review incoming communications, work orders, and service requests for subject matter content and route to the appropriate supervisor's attention, and coordinate requests from clients, managers, and staff.
• Compose and distribute complex correspondence using standard word processing systems, prepare and proofread standard forms and reports, and assemble, copy, and distribute documentation packages.
• Research information, compile summary reports, extract data from reference material, and compile and analyze information for presentations, studies, or reports.
• Perform data entry to maintain logs, track documentation, and set up and maintain electronic and hard copy files.
• Independently maintain calendars, anticipate problems and changing priorities, determine action on emergent matters, and alert managers as appropriate.
• Coordinate complex travel arrangements, prepare itineraries and expense reports, coordinate meetings, organize materials, and prepare, collect, review, and distribute agendas and minutes.

Experience & Qualifications

• High school diploma or equivalent and 5 years of related secretarial or administrative experience.
• Knowledge of technical vocabularies and terminology common to the assignment preferred, with basic to intermediate knowledge of Microsoft Visio desired.
• Intermediate proficiency in Microsoft Excel, Word, Outlook, and PowerPoint.
• Ability to operate standard computerized and information transmission systems.
• Knowledge of filing systems and common office procedures.
• Excellent written and verbal communication skills, including spelling, grammar, and punctuation, with demonstrated knowledge of confidentiality requirements.
• Proactive, with above-average organizational skills, individual initiative, ability to multitask while maintaining attention to detail, and ability to operate in a fast-paced, high-energy environment.
• Flexible and willing to adapt to unexpected projects, demonstrate a positive attitude, and work effectively with all levels of internal and external customers.
• Must be able to obtain a Department of Energy badge for access to the Hanford Site and pass a drug screen, background check, and pre-employment physical examination.