ADMINISTRATIVE SUPPORT SPECIALIST JOB DESCRIPTION
We are seeking an Administrative Support Specialist to enhance organizational processes by assessing the impact of new policies, developing training for personnel on updated procedures, and offering guidance on HR matters. They efficiently handle transitions between different computer systems, collaborate on technical issues, and ensure seamless operations within digital environments. This role requires adeptness in technology and strong collaborative skills to support ongoing improvements and employee engagement.
An Overview of Administrative Support Specialist Job Description Responsibilities and Qualifications
1. The Administrative Support Specialist will provide vital support within our government-oriented program. This role involves assisting staff with administrative tasks, such as creating briefing binders, managing printing tasks for reports, emails, and attachments, and performing scanning and other administrative duties as directed by the Executive Director or Operations Director. This position is key in maintaining the smooth operation and efficiency of our program's administrative functions.
Administrative Support Specialist Roles and Responsibilities:
- Serve as the office reception focal point.
- Answering phones and providing messages to the appropriate personnel.
- Assist in monitoring access to the SCIF.
- Assist in maintaining visitor logs.
- Escort visitors from the building security checkpoint to the SCIF.
- Escort maintenance personnel from the loading docks to the SCIF.
- Escort visitors and or maintenance personnel while they are in the SCIF.
- Maintain the office supplies.
- Coordinate/draft supply orders quarterly and/or as needed.
- Maintaining incoming/outgoing packages/mailings and checking the mailbox daily.
- Maintain/collect for disposal burn bags in common areas.
Administrative Support Specialist Skills, Experience, and Qualifications:
- Minimum three (3) years demonstrated experience as a Receptionist and/or Cleared Escort.
- Minimum three (3) years demonstrated experience in an office setting supporting a 20-40-person organization.
- Experience answering phones and escorting visitors.
- Demonstrated ability to communicate with personnel at various ranking levels.
- Ability to adapt to dynamic and changing responsibilities and to learn quickly
- Ability to work independently
- Excellent interpersonal skills - always positive to be around
- Excellent organizational skills
- Demonstrated trustworthiness to handle highly sensitive and confidential information
- Proficiency with Microsoft Office Products (Word, Excel, PowerPoint, SharePoint)
- Deep desire to contribute to the success of a high performance, world-class team
2. The Administrative Support Specialist is a key expert in managing the registration workflow for the main and statewide campuses. This role encompasses daily responsibilities such as monitoring the registration processes, delivering training, creating instructional materials, and conducting analyses to assess and resolve any issues. Additionally, the specialist is tasked with crafting the Add/Drop schedules for all campuses and addressing errors associated with the National Student Clearinghouse, ensuring smooth administrative operations. The ideal candidate will possess strong problem-solving skills and the ability to effectively interpret and correct related discrepancies.
Administrative Support Specialist Roles and Responsibilities:
- Evaluate the impact of new or revised policies and procedures on the existing organization.
- Develop instructions that assure responsible personnel are informed and/or trained on information concerning new and revised procedures concerning personnel evaluations, awards, rating schemes, etc.
- Furnish guidance to civilian employees on pay questions, leave, evaluations, and awards.
- A comfort level with computer systems (the registration workflow system in a homegrown, online system)
- Be able to the seamless transition from one computer system to another
- Collaborate with developers when issues arise in the workflow system and when further development is needed
- Assist the Administrative Officer in administering the organizations recurring reports programs.
Administrative Support Specialist Skills, Experience, Qualifications:
- Associate's Degree.
- Two years of clerical or administrative experience.
- In lieu of a degree, consideration will be given to an equivalent combination of related education and required work experience.
- Demonstrated proficiency with computer software.
- Ability to clearly communicate both written and verbal.
- Aligned with our team values of customer-focused, taking ownership, teamwork, respect, receptive to change, diversity and open communication.
- Ability to work independently at a high level on solving complex problems in third-party tools.
- Ability to train peers as well as our partners across campus (staff, faculty, advisors)
- Be timely in communication
- Interpret university regulations
- Critically think and problem solve
- Must be able to accurately interpret and apply university regulations within scope of duties
Relevant Information