Administrative Support Specialist

Responsibilities

• Provides administrative and operational support for Operations, including maintaining records, office assignments, suite directories, nameplate requests, communication lists, shared calendars, and lost and found processes.
• Assists with facilities and building operations by identifying concerns, submitting and tracking work orders, following up on maintenance requests, and coordinating with Facilities Management, ABM, vendors, and other campus partners.
• Serves as a responsive point of support for faculty, staff, students, visitors, campus partners, and vendors.
• Maintains organized, functional, and welcoming spaces across Lowder Hall and Horton-Hardgrave Hall.
• Supports the condition and readiness of classrooms, offices, conference rooms, study areas, break rooms, mail rooms, courtyards, terraces, event spaces, and other shared areas in Lowder Hall and Horton-Hardgrave Hall.
• Supports purchasing, invoicing, and inventory needs, including office and operational supplies, Staples orders, furniture requests, Harbert-branded water inventory and distribution, invoices, travel vouchers, purchase card reconciliation, and software invoicing as trained and assigned.
• Supports the Operations student employee program by assisting with onboarding, scheduling, training, daily task coordination, time-off requests, timecard review, uniforms, nametags, and coverage needs for front desk, events, and operational tasks.
• Aids in event and space support by preparing rooms, checking room readiness, arranging furniture moves, coordinating with HVAC, Facilities, and ABM as needed, and helping ensure appropriate student worker coverage for event needs.
• Coordinates vehicle and equipment needs, including maintenance, inspections, cleaning/detailing, repairs, and related records for department SUVs, golf carts, and operational equipment.
• Serves as a trained backup for selected Operations functions by monitoring operational requests, routing issues, following up on work orders, assisting with student employee coverage, coordinating supply needs, communicating with vendors or campus partners, and helping maintain daily office workflow during absences.
• Performs other duties as assigned to support the needs of the Operations department and the Harbert College of Business.

Qualifications

• Level I: High School Diploma or GED and 4 years of experience in administrative support services.
• Level II: High School Diploma or GED and 6 years of experience in administrative support services. Experience must include at least 2 years at the preceding level or equivalent.
• SUBSTITUTIONS ALLOWED FOR EXPERIENCE: Yes, When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.