ADMINISTRATIVE SUPPORT SPECIALIST JOB DESCRIPTION

As the Administrative Support Specialist, you will keep academic department operations accurate and on time - managing enrollment data, faculty coordination, and compliance-driven recordkeeping that directly affects student outcomes and research continuity. You will support directors, deans, and department heads within a university setting, coordinating across internal offices and external system entities to fulfill both academic and administrative mandates.

Career Impact: Sustained experience coordinating faculty credentialing, SIS data integrity, and sponsored research compliance builds a profile that transfers across higher education institutions and research universities.

Business Impact: The accuracy of enrollment projections and faculty contract processing you maintain determines whether courses are staffed on time and whether students receive grades, payments, and academic support without interruption.

Growth Opportunity: Exposure to student information systems, learning management platforms, and research compliance frameworks positions you for advancement into registrar operations, sponsored programs administration, or academic affairs coordination roles.

• Maintain enrollment records and data reports for academic programs, including admissions, completion, and semester projections.
• Coordinate course scheduling with the Registrar, covering room assignments, class cancellations, and new course creation each term.
• Support faculty operations by preparing contracts, tracking availability and assignments, and ensuring HR has executed agreements each semester.
• Manage calendars and meeting logistics for deans and directors, including agendas, notes, and follow-up action tracking.
• Process invoice payments, check requests, purchase card reconciliation, and expense documentation within established timetables.
• Draft, organize, and file correspondence, memoranda, reports, and emails from rough drafts through final distribution.
• Coordinate administrative operations for research compliance programs, including conference registrations, travel arrangements, and standard operating procedure development.
• Serve as primary telephone and front-desk contact, screening calls and responding to inquiries per office procedures and policies.

• Bachelor's degree in business administration, education, or a related field, or equivalent work experience.
• 3 or more years of administrative or secretarial experience in an office environment supporting senior-level staff.
• Demonstrated ability to manage competing deadlines with strong organizational skills and exceptional attention to detail.
• Proficiency in spreadsheet and word processing applications, with the ability to learn student information systems and learning management platforms.
• Strong written and verbal communication skills, including correct command of English grammar, spelling, and punctuation.
• Familiarity with basic budget and bookkeeping procedures, including invoice processing and account reconcilement.

• Experience in a higher education, research, or sponsored programs environment, including familiarity with faculty credentialing workflows.
• Prior work with enterprise or student information systems and learning management systems, with aptitude to adopt new institutional technology.
• Experience supporting adult learners, online education programs, or academic compliance reviews, such as research integrity or export controls.
• Knowledge of P-Card reconciliation procedures or university procurement systems.

• Enrollment data accuracy rate, measured against semester submission deadlines for admissions and completion records.
• Faculty contract turnaround time, tracking days from assignment confirmation to fully executed agreement each term.
• Meeting documentation completeness, assessed by whether agendas, notes, and follow-up items are distributed within 24 hours.
• Invoice and purchase card reconciliation timeliness, measured against institutional timetables and audit compliance windows.
• Travel and expense reimbursement processing cycle time, from request initiation to payment finalization.
• Typical tools: student information systems (commonly Colleague or Banner); learning management systems (commonly Canvas); spreadsheet software (commonly Excel or Google Sheets).

• Base Salary Range: $42,000 to $58,000 annually, depending on institution size and location
• Bonus: Merit increases typical; performance bonuses uncommon in higher education
• Equity: Not applicable in higher education sector
• Health Benefits: Medical, dental, and vision coverage; often includes domestic partner benefits
• PTO: 15 to 22 days annually, plus institutional holidays and winter break closures
• Common Perks: Tuition remission for employee and dependents, retirement contributions, and transit benefits

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

Employment is contingent upon successful completion of a background check, and offers may include verification of education credentials consistent with institutional policy. All qualified applicants will receive 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. Applicants requiring a reasonable accommodation to participate in the hiring process should notify the hiring department. Candidates must be authorized to work in the United States.

Reporting to the two owners of the company, the Administrative Support Specialist delivers end-to-end administrative support, including routing calls, creating routine job estimates, and maintaining client files and the Standard Operating Procedures manual. The work directly supports the owners' capacity to grow the business by ensuring client-facing and internal operations move forward without interruption.

Core Functions

• Take and route incoming calls, respond to emails, and interface with clients and vendors.
• Schedule meetings and appointments for the owners.
• Create routine estimates for jobs.
• Send and follow up on estimates, proofs, and invoices.
• Place orders for office supplies and products for clients.
• Maintain an organized system for client files and samples.
• Maintain employee handbook and Standard Operating Procedures manual.
• Assist with production and make deliveries as required.

Qualifications & Experience

• Minimum of 2 years of experience supporting managers.
• Advanced Microsoft Office skills, particularly MS Word and Excel.
• Ability to learn company-specific programs and software.
• Strong organizational and problem-solving skills.
• Impeccable multi-tasking abilities.
• Exceptional interpersonal skills with a friendly and professional demeanor.

Embedded within the Client Services and Sales divisions, the Administrative Support Specialist shapes the flow of daily correspondence, mass mailings, and presentation materials that keep both teams running efficiently. Working closely with staff across switchboard coverage, scheduling, and Google Sheets management, this role supports the operational backbone that enables client-facing teams to perform consistently.

Primary Duties

• Prepare outgoing and sort incoming mail, and deliver to designated staff each day.
• Undertake miscellaneous support projects and daily tasks.
• Process incoming and outgoing faxes and scans.
• Edit letters and prepare outgoing correspondence for mailing, shipping, faxing, and emailing.
• Prepare mass mailings using OpenOffice.
• Assist with switchboard and reception coverage.
• Distribute office supplies and maintain stock areas as scheduled.
• Assist with company-wide conference, training room, and luncheon scheduling.
• Create and maintain spreadsheets using Google Sheets.
• Prepare presentation packets for sales meetings and demos.

Skills & Qualifications

• Knowledge of OpenOffice and G-Suite tools.
• Adequate typing skills of at least 35 wpm with accuracy.
• Switchboard experience.
• Strong editing skills with a concentration in grammar and punctuation.
• Exceptional written and verbal communication skills.
• Strong attention to detail with the ability to multi-task in a fast-paced environment.

Sitting at the intersection of facilities operations and university administration, the Administrative Support Specialist manages work orders in FAMIS, budget reconcilement from Banner, and front-line customer service for the department. Operating across financial recordkeeping, scheduling, and supply oversight, this role keeps the Physical Plant unit informed, organized, and compliant with University standards.

Duties

• Perform administrative duties for department staff using working knowledge of department policies.
• Provide front-line customer service, answer telephones, respond to questions and provide information, route callers and receive and direct visitors.
• Create, manage and close work orders on the FAMIS.
• Prepare and/or compose routine correspondence, reports, memos and e-mail using standard software applications and proof materials for errors and ensure layout is consistent with University style.
• Assist with department budget and financial records, including researching invoices, preparing payment requests, and performing monthly reconcilement of accounts.
• Prepare monthly budget reports from Banner for review and may perform routine cashiering duties.
• Maintain unit's calendar of events and ensure unit personnel are updated with current University information.
• Schedule and/or arrange meetings, travel, and lodging for unit personnel or visitors and ensure reimbursements are made when appropriate.
• Order unit's supplies, oversee equipment maintenance and duplicating services.
• Maintain files for efficient operation and recommend changes to improve office efficiency.
• Sort, deliver and manage unit mail both incoming and outgoing.
• Assist with unit events and activities and participate as needed.

Experience & Qualifications

• At least one year of post-high school education or equivalent combination of experience, education, and training.
• At least one year of related experience, preferably in higher education in a Physical Plant or similar department.
• Working knowledge of CMMS, especially FAMIS or equivalent work request system.
• Experience with DayForce time management or equivalent, and Banner or equivalent.
• Familiarity with basic budget and bookkeeping procedures and learned knowledge of the unit's policies, procedures, and programs.
• Proficiency in computer office software, including word processing, spreadsheet applications, internet searches, email, and PowerPoint or similar programs.
• Ability to compose and properly format basic business letters and memos using correct grammar, spelling, and punctuation, and to proofread basic documents.
• Knowledge of basic office procedures, etiquette, and discretion, with a professional manner and courteous phone and reception skills.
• Ability to effectively prioritize work with a positive attitude.

A key member of the Technology Risk Management team, the Senior Administrative Support Specialist leads executive calendar management across multiple senior leaders, including the CIO, CTO, COO, and President, and coordinates travel, events, and onboarding to sustain seamless operations for the Managing Director and the firm's second line of defense risk function. Collaborating across administrative teams and senior business partners, this role enables TRM leadership to focus on Information Technology, Information Security, and Business Continuity oversight without operational disruption.

Leadership Responsibilities

• Manage executive calendars with high responsiveness to meeting planning requests, often involving multiple senior executive schedules.
• Resolve scheduling conflicts quickly and communicate clearly with all affected parties.
• Coordinate with other Administrative Assistants to plan meetings and events for leaders across the firm and with external parties, including the CIO, CTO, COO, and President.
• Proactively plan for personal needs of leaders, including arranging travel time between meetings and blocking breaks throughout the day.
• Handle scheduling for Managing Directors when travelling, set up 1:1s with key business partners, and lead logistics for meetings, including room reservations and video conference setup.
• Coordinate, schedule, and attend various meetings and compile, prepare, and edit notices, agendas, and supporting documents.
• Book travel, including flight, hotel, and ground transportation, and compile and submit expense reports in Concur within required time limits.
• Prepare materials using Excel, Word, PowerPoint, SharePoint, and Visio, and maintain organization charts.
• Lead and coordinate team events, including logistical details, food and beverage orders, and reservations.
• Assist with scheduling interviews, onboarding new hires, ordering equipment, and setting up office access and facilities.
• Supervise organization and ordering of office supplies in multiple locations and handle purchasing responsibilities per corporate credit card guidelines.

Technical Qualifications

• 5 to 10 years of administrative assistant experience.
• Proficiency in Microsoft Teams, Concur, Office 365, SharePoint, video conferencing, and remote access tools.
• Demonstrated self-starter with curiosity, sense of urgency, and ability to work effectively in office or remote settings and resolve technical challenges quickly.
• Ability to maintain confidentiality with solid judgment in handling sensitive information.
• Outstanding social skills with the ability to maintain composure under pressure and adapt to changing priorities.
• Excellent verbal and written communication skills across all levels of the organization.
• High attention to detail and the ability to manage multiple projects simultaneously.
• Ability to develop and maintain strong partnerships and interpersonal business relationships.

The Administrative Support Specialist builds the administrative infrastructure that keeps two department facilities functioning, processing travel requests, purchase orders, and parking permits while serving as liaison between the department, PIs, and vendors. Based within a university research setting and reporting to department leadership, this role enables accurate procurement and financial reconciliation that protects the department's operational continuity.

Accountabilities

• Serve as the first point of contact for two department facilities, answering phones and monitoring copy and mailrooms.
• Track and distribute incoming packages, including managing items from Main Campus, and request delivery pick-up for outgoing packages.
• Communicate and issue parking permit requests to guests, often with short notice.
• Process travel requests for employees and non-employees by securing travel authorizations, funding approvals, logistics, and finalized payments, and prepare travel reimbursements.
• Process purchase order requests using the departmental internal system and purchase items under $5,000 using an assigned purchase card or university procurement system.
• Serve as liaison between the department, PIs, and purchase requestors by seeking information or confirmation from vendors.
• Reconcile purchase card paperwork and receipt documentation within established timetables.

Position Requirements

• High school diploma or equivalency.
• 1 year of related office experience, or equivalent combination of training and experience.
• Knowledge of PeopleSoft Financials and Wolf Reporting Systems for entering vouchers, reimbursements, and MarketPlace orders.
• Familiarity with accounting principles.
• Knowledge of NC State policies and procedures.
• Proficiency in Word and Excel or similar software packages.
• Excellent written and verbal communication skills with a pleasant, customer-focused personality.
• Strong organizational, problem-solving, and time management skills.
• Close attention to detail and the ability to multi-task and work independently.

As the Administrative Support Specialist, this role owns the full scope of executive support for the Director and Deputy Director, spanning diplomatic correspondence to the Executive Secretariat standard, international travel via the E2 system, and FOIA request management with Adobe redaction. The Office of the Director relies on this work to ensure that briefings, instructions, SharePoint content, and classified communications are executed accurately and on schedule.

Role Responsibilities

• Manage schedules for the Director and Deputy Director, negotiate conflicts, and arrange oral briefings with appropriate officers.
• Compile background briefing materials for meetings, working with participants and staff to ensure timely submission.
• Receive, schedule, and appropriately disposition telephone calls, referring only those requiring Director or Deputy Director attention.
• Serve as liaison between the Director, Deputy Director, and staff, ensuring all parties are informed of plans, commitments, and matters under discussion.
• Transmit and interpret instructions from the Director and Deputy Director to staff and other Department officials.
• Conduct exhaustive searches for difficult-to-obtain information, compile data, and perform preliminary analyses on own initiative or as requested.
• Take and transcribe meeting notes and type a large volume of diplomatic correspondence, telegrams, letters, and briefing papers conforming to Executive Secretariat style guidelines.
• Serve as proxy for inputting employee performance evaluations via GEMS.
• Make complex domestic and international travel arrangements using the E2 system, including airline, hotel, visas, passports, travel advances, and COVID requirements, and prepare and submit travel vouchers.
• Manage and update the Office's SharePoint site and Teams channels, ensuring content is current, accurate, and functioning properly.
• Manage conference room schedules, procure office supplies and equipment, and escort and clear visitors into the building.
• Process new hire paperwork, coordinate equipment and security access, and serve as back-up for Time and Attendance.
• Manage FOIA requests, draft communications to requesters and third parties, review records for disclosure exemptions, and redact non-releasable portions using Adobe.

Knowledge, Skills & Abilities

• Two-year college degree.
• 3 years of experience, or 4 years of progressive experience in an office environment.
• Excellent knowledge of Department of State operations and overall office management.
• Working knowledge of personal computers, office IT applications, and classified and unclassified computer databases, including Excel, Microsoft Windows, and PowerPoint.
• Strong oral and written communication and interpersonal skills.
• Ability to interact professionally with staff at all levels.
• Detail-oriented and results-oriented, with flexibility, adaptability, and the ability to take initiative and work independently within policy guidelines.
• Experience meeting tight deadlines in a fast-paced office environment.

Administrative Support Specialist produces comprehensive HR advisory support for assigned departments by managing employee relations investigations, onboarding programs, and performance management processes within a Workday-driven environment. Success in the position means delivering timely HR guidance, accurate HRIS data, and well-executed initiatives that promote compliance, engagement, and organizational change across the teams served.

Job Functions

• Provide full range of HR advice, support, consultation, and guidance, including application of HR policies and processes, to assigned departments and employees.
• Maintain ongoing compliance with federal, state, and local employment laws and regulations.
• Navigate and assist in the resolution of employee issues, leading employee relations initiatives and investigations to ensure a positive and fair work environment.
• Collaborate with department leaders to execute HR processes and support change management related to organizational solutions.
• Implement and manage HR and campus-wide initiatives, including safety events, performance reviews, benefits enrollment, and training programs.
• Organize and lead new employee onboarding and create and maintain job descriptions.
• Schedule and coordinate events, meetings, appointments, conferences, and interviews on behalf of supported VP and senior personnel.
• Gather and analyze feedback from client groups and develop programs to promote employee performance, engagement, satisfaction, and retention.
• Analyze employee relations issues, investigate complaints, consult with legal and senior leadership as appropriate, and make timely recommendations for management action.
• Support managers during the performance management process, including goal definition, development plans, performance assessment, and compensation evaluation.
• Maintain accurate data entry in HRIS system and develop HR metrics, reports, and professional presentations.

Background & Experience

• Preferred Bachelor's degree with 3 or more years of relevant experience, or Associate's degree with 5 or more years, or 7 or more years of relevant experience without a degree.
• Minimum 3 years of experience working with a major, non-proprietary HRIS system, including Workday.
• Knowledge of compliance, regulatory issues, and HR policies and processes.
• Experience with employee relations, dispute resolution, and litigation avoidance, including complex matters.
• Strong working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.
• Self-starter with strong customer service orientation, communication, and presentation skills.
• Ability to exercise independent judgment and maintain confidentiality.
• High attention to detail with strong time management skills in a fast-paced, multi-deadline environment.

The Administrative Support Specialist owns the full range of administrative and knowledge management functions for the Division, from maintaining databases and procedural calendars to managing the Google Drive and supporting internet and intranet content. Working with Division teams, bureau coordinators, and external contacts, this role sustains the accuracy and completeness of reporting deliverables and correspondence that the Division depends on to fulfill its mission.

What You'll Do

• Provide support for the planning and implementation of division activities, including data entry, analysis, reporting, and logistical support.
• Perform the full range of administrative support functions, including maintaining the Division's calendar, scheduling meetings, and facilitating team activities.
• Maintain regular contact with the Division's teams to discuss administrative practices and communicate technical advice and guidance within and external to the Division.
• Provide advice on requirements, maintain databases, standard operating procedures, procedural calendars, and systems, and prepare needed reports and deliverables.
• Draft correspondence, recommendations, reports, newsletters, and memoranda related to management and administrative programs and issues.
• Support weekly reporting deliverables, ensuring accuracy and completeness of information.
• Generate and respond to routine inquiries requiring knowledge of the Division's general activities or internal administrative procedures.
• Develop meeting notes from leadership and working group meetings.
• Retrieve, assemble, and compile information from electronic files in response to administrative requests or inquiries.
• Develop and implement knowledge management standards for the Division's Google Drive.
• Support the coordination of Standard Operating Procedure development and maintenance.
• Support content management of the Division's internet and intranet sites.
• Manage select official correspondence and clearance coordination activity for the Division.
• Serve as the Bureau's Coordinator for select processes, including user access, parking, and New Employee Registration.

Education & Experience

• Bachelor's degree required.
• 2 or more years of relevant experience or equivalent combination of education and professional experience.
• Proficiency in Microsoft Office, including Word and Excel.
• Experience with Google applications, including Sheets, Docs, Slides, Forms, Drive, and Calendar, Adobe Acrobat, and email applications.
• Knowledge of Huddle is a plus.
• Excellent writing, proofreading, and oral communication skills.
• Strong organization, multitasking, time management, and prioritization skills.
• Ability to work semi-independently.
• High degree of flexibility in a fast-paced environment.
• Willingness to work under conditions of ongoing change while remaining professional and respectful in a diverse workforce.

Reporting to the Directors of SPARCS, the Administrative Support Specialist shapes the coordination of compliance reviews, committee activities, and research database searches while managing travel, P-Card reconciliation, and confidential file storage. Partnering closely with the university and external offices, this role enables SPARCS initiatives to advance on schedule and ensures the Directors' time and priorities are protected.

Day-to-Day Responsibilities

• Schedule events involving coordination with multiple university and external offices and manage meeting logistics, including calendar invitations, locations, and communications technology.
• Ensure the Directors' schedules are followed and respected.
• Prepare meeting agendas and presentations, take meeting notes, and monitor follow-up actions.
• Work closely with the Directors to maintain progress on SPARCS initiatives, including committees, working groups, training programs, and compliance reviews.
• Support SPARCS initiatives and information requests by conducting research, including web searches, research database searches, and use of software such as Turnitin.
• Manage paper and electronic file storage, facilitate file sharing, and ensure protection of confidential information.
• Support the development and implementation of standard operating procedures and business practices.
• Manage administrative operations, including conference registrations, travel, and P-Card reconciliation.
• Prioritize competing demands, handle matters expeditiously, and follow through on projects to successful completion under deadline pressures.

Professional Experience

• High school diploma or equivalency and 1 year of related office experience, or equivalent combination of training and experience.
• A Bachelor's degree and at least 3 years of related experience preferred.
• Experience in a higher education or research environment preferred.
• Working knowledge of Google applications and high level of computer competency, especially with spreadsheet, database, and word processing software.
• Excellent organizational and communication skills.
• Solid commitment to accuracy and detail.
• Ability to perform well in terms of deadlines and prioritize competing demands effectively.

Embedded within a laboratory operations environment, the Administrative Support Specialist delivers general administrative support across vendor coordination, LIMS-based sample and reagent management, and data archiving while applying GMP and GLP standards throughout. Working closely with business development staff and other administrators, this role ensures that scheduling, onboarding, and data package compilation keep laboratory workflows moving forward efficiently.

Operational Focus

• Apply GMP and GLP in all areas of responsibility as appropriate and conduct all activities in a safe and efficient manner.
• Provide general administrative support for operations, including contacting vendors and contractors, maintaining contact lists, managing mailings and postage, general supply support, reception, visitor management, and onboarding for new employees.
• Work hand in hand with business development staff and other administrators to establish schedules and coverage for all essential activities.
• Set up and maintain electronic files and folders and manage sample life cycles through LIMS.
• Place and receive orders and log reagents into LIMS.
• Perform data scanning, filing, retrieval, archiving, and yearly on-site archival preparation.
• Compile data packages through LIMS and complete training administration functions as requested.

Requirements

• Associate's degree or higher in a science or business curriculum, or a minimum of two years in an administrative role.
• Solid computer skills with proficiency in standard office software and peripherals.
• Excellent oral and written communication skills, including the ability to ask appropriate questions to keep projects moving forward.
• Ability to organize projects and schedules with attention to detail.
• Take initiative and handle demanding clients.
• Good judgment and excellent customer service practices.
• Strong attention to detail in writing, proofreading, and communications.
• Ability to represent the company professionally.

Administrative Support Specialist manages client contract renewals, invoicing, vendor coordination with IT and phone providers, and internal records to ensure consistent service delivery across the organization. The work directly supports the management team by keeping client communications, certifications, and assigned projects on track without requiring close supervision.

Areas of Ownership

• Manage client procedures, including contacts, contract renewal processes, and invoicing.
• Manage certifications, calendaring, and coordination with vendors such as IT and Phone, and participate in marketing activities at a task level.
• Handle various administrative tasks, including support of the management team, handling phone calls, managing mail, and keeping assigned projects moving.
• Provide client communication support internally and externally, and manage internal records of the same.
• Act as a good steward for the company with the ability to self-direct and self-regulate workday.

Minimum Qualifications

• Minimum of a 2-year degree in a business discipline, or at least 3 years in a similarly situated position, or a combination of education and experience.
• Extensive knowledge of commonly used concepts, practices, and procedures within the administrative and sales fields.
• Comprehension of fundamental computer practices and database management.
• Knowledgeable in Microsoft Office with proficient computer skills.
• Ability to prioritize workflow, handle multiple competing and changing priorities.
• Ability to perform effectively without supervision within established deadlines.
• Outstanding customer service skills with the ability to interact and communicate effectively and professionally both internally and externally.

Reporting to department management, the Administrative Support Specialist leads calendar management for up to five senior staff, processes travel and purchase requests, and conducts data entry for up to 8,000 diagnostic tests annually within a public health and laboratory setting. Partnering with staff across logistics, communications, and conference planning, this role sustains the accuracy of records and the operational continuity that the department's diagnostic and research mission requires.

Scope of Work

• Maintain calendars for up to five senior staff, including tracking and scheduling appointments for supervisors and staff members.
• Communicate verbally and in writing with all levels of staff and the general public, answer telephones, greet visitors, provide information, and sort and distribute incoming and outgoing mail and packages.
• Review and respond to emails in the travel and purchasing mailboxes to initiate and review travel and purchase requests for accuracy and completeness.
• Conduct data entry into a pre-existing database and review records for accuracy and completeness.
• Maintain confidential records and files, including personnel and procurement records.
• Compose routine correspondence, draft and update standard operating procedures, and prepare reports on administrative support functions.
• Prepare and review administrative documentation, including letters, flyers, memos, reports, and statements.
• Prepare PowerPoint presentations in support of management briefings and assist with development of internal publications, including layout and design.
• Perform data entry and quality review for a database inventory and shipping system combining reference collections, reagents, and reagent shipping databases.
• Conduct data entry for lab test results for up to 8,000 diagnostic tests annually.
• Plan conferences, meetings, and presentations, including location, schedule, agenda, and coordination with staff and participants.
• Attend meetings and conferences as requested to take notes and prepare and submit phone work orders.

Qualifications & Experience

• Must have at least a high school diploma.
• Prior CDC, public health, or healthcare experience preferred.
• Strong skills in Microsoft Office, including Outlook, Word, Excel, and PowerPoint, with in-depth knowledge of Excel and PowerPoint preferred.
• Excellent written and verbal communication skills.
• Strong problem-solving skills.
• Outstanding organizational skills and attention to detail.
• Must be able to multi-task and prioritize competing demands in a fast-paced environment.
• An energetic team presence and eagerness to collaborate.
• Must be able to pass a background investigation

The Administrative Support Specialist owns the full administrative cycle for CS programs, from semester data entry in Excel and enrollment reporting to course scheduling in Colleague and coordination with faculty, the Registrar, and HR. Working across academic operations, this role ensures accurate records, timely communications, and smooth program delivery that keeps enrollment and credentialing processes running reliably.

Key Responsibilities

• Maintain records and reports for all CS programs, including data entry and updates for admissions, enrollment, and completion in Excel each semester.
• Gather and compile data to assist in development of strategic enrollment plans and distribute regular admission data reports.
• Answer main office telephone, screen calls, faxes, and emails, and reply to questions in accordance with office procedures and policies.
• Maintain calendars, schedule appointments and meetings, and assist deans in planning and implementing programs, academic calendar, and events.
• Prepare, disseminate, organize, and file letters, emails, reports, and memoranda from rough drafts and corrected copy.
• Order office supplies, ensure maintenance of office equipment, sort mail, process invoice payments and check requests.
• Prepare course schedules, input courses in Colleague, and coordinate with the Registrar regarding room assignments, class cancellations, and course creations.
• Run projections, prepare enrollment reports, and prepare course evaluations using Canvas each semester.
• Coordinate with faculty regarding course availability, assignments, book selections, and contracts, and work with HR to ensure all faculty receive contracts.
• Monitor final grade submissions and process payment for independent studies, practicums, internships, and directed studies.
• Communicate with system offices externally regarding memberships, payments, orders, and credentialing.

Required Qualifications

• High school degree or equivalent required, Bachelor's degree preferred.
• Minimum 5 years of secretarial or administrative experience in an office environment supporting senior-level staff.
• Experience with enterprise systems, student information systems, and LMS, and aptitude to learn new technology systems.
• Experience in higher education, customer service, and support for adult learners or online education preferred.
• Strong proficiency in the Microsoft Office suite, especially Outlook, Word, Excel, and PowerPoint.
• Demonstrated organizational skills, flexibility, and adaptability.
• Ability to multi-task with exceptional attention to detail.
• Expert verbal and written communication skills with correct command of English grammar and usage.
• Ability to sit and work at a computer for extended periods, lift to 25 lbs, and be mobile between workstations and other campus buildings.