Administrative Support Specialist for the College of Education

About the role

This position serves as a key member of the College of Education Dean’s Office administrative operations team and provides administrative, operational, and programmatic support to college leadership.

Responsibilities

• Provide direct, high-level administrative support to the Assistant Dean, including complex calendar management, prioritizing the Assistant Dean’s time and commitments, and scheduling internal and external meetings efficiently.
• Manage and coordinate the Assistant Dean’s travel arrangements including pre-travel planning, travel authorizations, and reimbursements.
• Serve as an administrative liaison between the Assistant Dean and external stakeholders in professional education, accreditation partners, university leadership, and across the college academic and administrative units by exercising discretion, professionalism, advanced organizational and communication skills.
• Cook up, research, reconcile, and organize information, data, and supporting documentation for reports, presentations, accreditation materials, and operational initiatives.
• Draft, edit, proofread, and manage correspondence, reports, presentations, meeting agendas, minutes, and other complex written materials requiring attention to detail, accuracy, formatting, and confidentiality.
• Coordinate meeting logistics including scheduling, room reservations, technology needs, catering, materials preparation, and communication with participants.
• Maintain and organize records, files, and operational documentation in compliance with university procedures and records management practices.
• Monitor and assist with operational follow-up items, deadlines, and workflow coordination related to accreditation and professional education initiatives.
• Support institutional and program accreditation efforts through coordination of materials, maintenance of records, scheduling, and assistance with reporting and compliance processes.
• Provide backup administrative support for field experience and licensure functions, including responding to student and K-12 school inquiries, assisting with records management, and supporting operational continuity.
• Co-manage college office day-to-day operations including shipping and receiving, managing departmental mail, and maintaining college break room/cafe.
• Cook up, support special events, projects, operational initiatives, and administrative functions for the Associate Dean for Research and Innovation and Assistant Dean for Operations.
• Provide advanced administrative and operational support for college-wide initiatives, operational planning efforts, and strategic projects.
• Aid in independently resolving routine and non-routine administrative and operational issues using university policies, procedures, and established practices while escalating complex matters as appropriate.
• Interpret and communicate college and university operational procedures, processes, and administrative requirements to faculty, staff, students, and external partners.
• Serve as a resource to faculty and staff regarding administrative procedures, scheduling processes, operational workflows, and Dean’s Office practices.
• Coordinate and support operational activities requiring collaboration with other college and university units to ensure efficient workflow, communication, and service delivery.
• Perform additional duties and special projects as assigned to support evolving operational and strategic needs of the college.
• Provide administrative support related to college-level searches, as needed, including interview scheduling, travel arrangements, meeting coordination, and candidate communications.
• Provide backup administrative support to the Dean’s Office, including calendar coordination, event logistics, communications, and operational support during peak periods or staff absences.
• Provide operational and administrative support for college-level programs and initiatives, including travel support, mentor funding coordination, student awards, and special projects.
• Cook up, manage ordering, inventory, tracking, and distribution of college and Office of Professional Education office supplies, instructional materials, recruitment materials, and operational resources to support efficient daily operations.
• Monitor office operational needs and proactively identify opportunities to improve administrative processes, workflow efficiency, customer service, and office functionality.
• Coordinate room scheduling logistics, technology requests, event support needs, and communication related to facility usage and operational activities.
• Manage reservation, scheduling, and coordination of shared college resources, including vehicle transportation and other operational resources, ensuring compliance with university policies and appropriate resource allocation.
• Maintain operational records, scheduling systems, calendars, and tracking documentation related to facilities, shared resources, and administrative operations.
• Utilize university systems, office technologies, databases, scheduling platforms, and software applications to manage records and inventory, communications, reporting, and operational processes efficiently.
• Aid in maintaining a professional, organized, welcoming, and customer-focused office environment that supports the mission and operations of the College of Education.
• Serve as part of the Dean’s Office front-facing administrative support team and provide high-level customer service to faculty, staff, students, visitors, and external stakeholders.
• Respond to in-person, phone, and electronic inquiries by interpreting policies, procedures, and operational information and directing individuals to appropriate resources when necessary for resolution.
• Exercise professionalism, discretion, and sound judgment when handling sensitive, confidential, or complex communications and situations.
• Support front office services, communication, and Dean’s Office support.

Qualifications

• Bachelor's degree in a relevant field such as Education, Business Administration, or a related field.
• Minimum of 2 years of administrative support experience in a higher education setting, preferably in an academic or administrative office.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple tasks and priorities simultaneously.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Experience with university systems and office technologies.
• Excellent interpersonal and customer service skills.
• Ability to work independently and as part of a team.
• Knowledge of university policies, procedures, and operational requirements.

Skills

• Administrative support experience in a higher education setting.
• Strong organizational and communication skills.
• Ability to manage multiple tasks and priorities.
• Microsoft Office Suite proficiency.
• University systems and office technologies knowledge.
• Customer service and interpersonal skills.
• Independent and team-oriented work style.
• Understanding of university policies and procedures.

Benefits

The College of Education offers a comprehensive benefits package including medical, dental, and vision insurance, a flexible spending account, retirement plans, disability plans, life insurance, accident plans, paid time off, and academic assistance.

Pay

$48,000 - $51,500 annually.

Schedule

Monday - Friday, 8:00 am - 5:00 pm.