Administrative Specialist, Kinesiology & Applied Physiology

The Administrative Specialist under the supervision of the Business Administrator II assists with managing the administrative functions and academic and fiscal affairs of the Department of Kinesiology & Applied Physiology. The Department is recognized as a top doctoral program by the National Academy of Kinesiology, encompassing undergraduate and graduate programs.

Primary Responsibilities

• Affords assistance with all aspects of the department's daily operations, ensuring compliance with university, state, and federal policies, laws, and regulations.
• Provides guidance and support to all levels of management on university policy, financial operations, and administrative matters.
• Develops, maintains, and enhances office management systems; implements new administrative strategies and procedures to optimize efficiency.
• Prepares high-level correspondence on behalf of the department, college, and university, frequently managing sensitive and confidential information.
• Creates, organizes, and manages department data using Excel; generates summaries, tables, and reports to support department planning and decision making.
• Independently manages all procurement operations, including service contracts, affiliation agreements, purchase orders, non-PO payments, and software/technology requests.
• Serves as Contract Manager in Contracts+ and oversees administration for both platforms, providing support and training for faculty, staff, and students.
• Manages departmental capital equipment and space, including coordinating research lab purchases, preparing reports, and overseeing space/equipment inventories.
• Leads departmental Concur purchasing activities, ensuring policy compliance, developing training materials, and overseeing procurement and travel expenses.
• Independently manages grant transactions in Concur/UDX and approves transactions according to sponsored grants team standards.
• Maintains and tracks faculty, student, and dissertation travel expenditures, prepares complex reports, and provides balance updates.
• Manages reconciliation and processing of CEP program payments in accordance with college and university standards.
• Maintains and updates the departmental website following UD communications best practices and policies, and coordinates with the CHS communication team.
• Serves as the departmental archives/records retention specialist and serves as a first point of contact for inquiries.
• Attends faculty/staff meetings, assists with meeting minutes, schedules, and event planning.
• Performs special projects and other job-related duties as assigned.

Qualifications

• Bachelor’s Degree with three years of relevant experience with increasing responsibility, or an equivalent combination of education and experience.
• Higher education experience preferred.
• Extensive knowledge of office practices and procedures.
• Ability to make independent decisions and judgments in keeping with the level of the position.
• Ability to plan, prioritize, balance, and review a variety of projects that must be completed simultaneously and on time.
• Ability to communicate and interact with people of all ages and diverse backgrounds, and to maintain a positive and collaborative work environment.
• Advanced skills in word processing, spreadsheet, database, webpage, and presentation software.
• Knowledge of University systems, policies, and procedures preferred.