Administrative Specialist II (Part-Time)

Part-time position, 47.5% FTE (12 months/year).

About the Role

Under general supervision, performs a variety of journey-level administrative support duties requiring knowledge of the assigned division/department, its policies, procedures, and operating details. This role provides technical and functional direction to student or hourly workers and less experienced administrative staff.

The Administrative Specialist II classification is the second level in a four-level series, distinguished by broader, more complex tasks performed with greater independence and judgment. Incumbents are fully aware of operating procedures and policies of their assigned area.

Responsibilities

• Perform journey-level administrative duties, including collecting specialized student data for regulatory reporting, ensuring compliance with policies and regulations, coordinating campus transportation/events/facilities rentals, and managing service requests/work orders.
• Assist with student accommodations and basic technical troubleshooting for computer users.
• Maintain program/department budget tracking, process requisitions, follow up with vendors, assist in contract development, and review invoices for accuracy.
• Coordinate evaluation processes for probationary, adjunct, and full-time faculty, including scheduling and tracking evaluation meetings and materials.
• Provide front counter and telephone support to students, parents, staff, faculty, and the public, responding to inquiries, explaining policies, and referring customers as needed.
• Deliver customer service, including answering questions, addressing complaints, providing college/department information, coordinating tours, assembling informational packets, and making appointments.
• Perform skilled word processing, data entry, and transcription; prepare correspondence, meeting minutes, and reports with independent judgment.
• Input, retrieve, and maintain data in various software applications and databases; produce monthly statistical reports.
• Research records to prepare and provide follow-up information for inquiries.
• Gather, update, and distribute department-specific documents, forms, records, and data; prepare and maintain databases and reports.
• Explain and apply department/college policies and procedures to ensure compliance with timelines and resolve moderately complex problems.
• Organize and maintain administrative, reference, and imaging/scanning files; purge files according to records retention policies.
• Process and prepare documents, materials, and records; verify forms for completeness and conformance with policies.
• Manage incoming/outgoing mail, shipments, and invoices; compare packing slips with received goods.
• Assist in planning and organizing department-related events, workshops, seminars, and presentations.
• Maintain departmental schedules, including faculty calendars and events.
• Operate standard office equipment (computers, copiers, printers, fax machines, multi-line telephones, audio/visual equipment) and department-specific tools.
• Arrange complex scheduling and reservations for college facilities.
• Promote diversity, equity, inclusion, social justice, anti-racism, and accessibility in the work environment.
• Provide quality customer service to all individuals, including those from minoritized groups.
• Adhere to federal, state, local policies, and board procedures; participate in committees, task forces, and mandated trainings.
• Prepare and deliver oral presentations related to assigned areas.
• Perform other related duties as assigned.

Requirements

Knowledge of:

• Principles and practices of supporting a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic/work environment.
• Modern office administrative support practices and procedures, including standard office and computer equipment.
• Computer applications (word processing, database, spreadsheet).
• Applicable codes, regulations, policies, and procedures related to the assigned department.
• Financial record-keeping and reporting principles.
• Data collection and report preparation.
• Business letter writing, report formats, and correspondence standards.
• Business arithmetic and statistical techniques.
• Record-keeping principles and filing methods (alphabetical/numerical).
• English usage, spelling, grammar, and punctuation.
• Customer service techniques for diverse populations, including individuals of various ages, disabilities, socio-economic, and ethnic groups.

Skills and Abilities:

• Advocate for and communicate the college’s commitment to diversity, equity, inclusion, social justice, anti-racism, and accessibility.
• Address gaps in diversity, equity, and inclusion in staff recruitment/retention.
• Provide resources and support for a diverse, equitable, and inclusive environment.
• Perform administrative support work accurately and efficiently with general supervision.
• Provide varied office administrative work requiring tact and discretion.
• Understand college and external agency operations to fulfill responsibilities.
• Interpret and apply administrative/departmental policies and procedures.
• Prioritize and respond to multiple phone calls and service requests.
• Compose correspondence and reports independently or from brief instructions.
• Follow oral and written directions accurately.
• Perform accurate arithmetic, financial, and statistical computations.
• Enter and retrieve data from computers with sufficient speed and accuracy.
• Establish and maintain filing, record-keeping, and tracking systems.
• Organize and prioritize multiple projects/tasks to meet deadlines.
• Operate modern office equipment and specialized software.
• Communicate effectively in English (verbally and in writing).
• Determine appropriate courses of action using judgment and established policies.
• Learn and apply emerging technologies efficiently.
• Build and maintain positive working relationships with all contacts.

Qualifications

• High school diploma or equivalent (12th grade completion).
• Three years of varied administrative support experience (preferably with public interaction) or two years of experience equivalent to an Administrative Specialist I.

Desired Qualifications

• Associate’s degree from a regionally accredited college.
• Experience working with diversity, equity, inclusion, social justice, anti-racism, and accessibility policies, preferably in a minority-serving institution (e.g., Hispanic Serving Institution or Asian American and Native American Pacific Islander-Serving Institution).
• Participation in programs related to diversity, equity, inclusion, social justice, anti-racism, and accessibility, preferably in a minority-serving institution.

Pay

Annual salary range: $30,852.39 – $39,376.28.