Administrative Support Specialist, Campus Safety

Duties and Responsibilities

• Essential Duties:
  • Perform daily office duties including scheduling meetings, answering phones, responding to emails, managing correspondence, and routing messages to appropriate recipients.
  • Schedule and coordinate meetings using Outlook; manage conference logistics, prepare materials, and arrange catering or venue reservations.
  • Maintain and update electronic and physical filing systems; ensure accurate organization and retention of departmental documents.
  • Order and maintain office and employee breakroom supplies to support daily operations.
  • Draft, edit, and prepare professional correspondence, reports, and internal communications.
  • Maintain departmental databases, ensuring accuracy, data integrity, and timely updates.
  • Manage special parking requests for campus events and coordinate with relevant departments.
  • Process invoices, expense reports, and all accounts payable documentation with accuracy and timeliness.
  • Cooking and Retail Support: Coordinate with dining, bookstore, and vending staff to ensure smooth daily operations.
  • Organize and manage departmental files including state and federal uniform crime reports (Clery Act), field reports, and timely warnings for the Office of Campus Safety.
  • Serve as the first point of contact for law enforcement administration and emergency management personnel.
  • Provide coordination support for emergency response activities and serve as backup for dispatch operations.
• Secondary Responsibilities:
  • Plan and organize events, meetings, and promotional activities related to dining and retail services.
  • Design visually engaging bulletin board displays to promote community engagement and belonging.
  • Coordinate room reservations, catering, meeting times and training schedule as needed.
  • Affiliate with special events, while promoting community engagement and belonging.
  • Perform crisis response call center duties when mobilized during emergencies.

Minimum Qualifications

• High school diploma or equivalent.
• Two (2+) years of administrative experience in a fast-paced office supporting multiple staff members.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience in expense tracking and budget management.
• Ability to handle confidential information with discretion and integrity.
• Professional interaction skills when engaging with the public.
• Competence in basic arithmetic for routine calculations.
• Strong proofreading ability with meticulous attention to grammar, punctuation, spelling, and formatting.
• Exceptional interpersonal and communication skills with the ability to work effectively with diverse individuals.
• Ability to take direction from multiple supervisors and work independently with minimal oversight.

Preferred Qualifications

• Bachelor’s degree from an accredited college or university, or an equivalent combination of education and experience may be considered.
• Secretarial experience in higher education or campus/public safety environment.
• Certified Notary credential.
• Strong social media skills, including marketing and promotion of departmental events.
• Experience managing file systems in Microsoft OneDrive.
• Experience using Colleague enterprise system.