Administrative Specialist

About the Role

The Department Assistant for the Department of Public Administration and Policy in the School of Public and International Affairs is the primary point of contact for the Department and works independently to oversee general operations. In addition, the Department Assistant coordinates faculty recruitment, special events, and internal and external communications (social media). The Department Assistant prepares and initiates departmental business processes that flow to SPIA's shared services business team. The Department Assistant reports directly to the Head of the Department of Public Administration and Policy.

Responsibilities

• Communications (20%): Update website and social media content periodically with news about alumni, faculty, and students. Take photos at events for use in advertising and social media. Create website material (student and faculty profiles, department activities and honors, etc.). Design program guides, brochures, and posters for programs. Collaborate with marketing team at the School level to execute promotions within strategic brand plan.
• Project and Event Management (20%): Plan, implement, and execute event logistics for department events. Schedule conference room and classroom spaces. Organize and book travel for guests, speakers, and candidates. Negotiate catering for events. Coordinate tasks to other PADP staff engaged in projects and events.
• Financial Support (30%): SPIA Business Team liaison for faculty purchasing and reimbursement expenditures and processes. Serve as Delegate in Financial Management System for faculty, staff, and guest reimbursements (travel and non-travel). Assists Department Head with maintenance of annual budget. Track departmental transactions and spending in accordance with annual budget. Department purchasing/ordering/invoicing.
• Administrative Support (30%): Serve as primary department contact in person, on phone, and via email and social media platforms. Provide administrative support for department head. Maintain departmental calendar of events. General office and departmental management (building, keys, mail, etc.). Supply and promotional item inventory maintenance. Property control. Building lock, alarms, after-hour access.

Qualifications

• High school diploma or equivalent required.
• Ability to analyze financial data.
• Ability to prepare financial statements and work independently to apply accounting practice and theory as it relates to higher education fiscal policies and processes.
• Ability to support budgeting, purchasing, and general administrative processes within the department.
• Ability to develop and maintain effective working relationships and communicate effectively.
• Written and communication skills and great attention to detail.
• Sound judgement, discretion, and proven efficiency in handling complex and confidential issues independently.
• Effective multitasking in a fast-paced environment.
• Ability to work with limited information and produce results for the execution of events.
• Advanced Microsoft Office application skills.
• Social media application skills.
• Canva and general design skills.

Schedule

Monday through Friday, 8am to 5pm in office.

Pay

$35,200 - $42,240