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 include greeting visitors, responding to complex inquiries, managing communications, and ensuring high-quality administrative support and operational coordination across the college.

Responsibilities

• Executive and Administrative Support for CED Leadership
• 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.
• Administrative and Operational Support for College Leadership
• 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 with administrative, operational, and research-related projects involving data collection, information management, reporting, and coordination across multiple stakeholders.
• Independently resolve 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.
• 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.
• Office Operations, Facilities, and Resource Coordination
• 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.
• Cook up, support special events, projects, operational initiatives, and administrative functions for the Associate Dean for Research and Innovation and Assistant Dean for Operations.
• 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.
• Customer Service, Communication, and Dean’s Office Support
• 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.

Requirements

The ideal candidate will possess a Bachelor's degree and at least 2 years of relevant experience in administrative support, preferably in an academic setting.

Strong organizational skills, excellent communication and interpersonal skills, and the ability to handle multiple tasks simultaneously are essential.

Proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel, is required.

Experience with university systems and office technologies is preferred.

Ability to work independently and as part of a team is crucial.

Knowledge of higher education policies and procedures is beneficial.

Qualifications

The ideal candidate will possess a Bachelor's degree and at least 2 years of relevant experience in administrative support, preferably in an academic setting.

Strong organizational skills, excellent communication and interpersonal skills, and the ability to handle multiple tasks simultaneously are essential.

Proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel, is required.

Experience with university systems and office technologies is preferred.

Ability to work independently and as part of a team is crucial.

Knowledge of higher education policies and procedures is beneficial.

Skills

Strong organizational skills, excellent communication and interpersonal skills, and the ability to handle multiple tasks simultaneously are essential.

Proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel, is required.

Experience with university systems and office technologies is preferred.

Ability to work independently and as part of a team is crucial.

Knowledge of higher education policies and procedures is beneficial.

Benefits

Wolfpack Perks and Benefits include medical, dental, and vision insurance, a flexible spending account, retirement programs, disability plans, life insurance, accident plans, paid time off and other leave programs, and 12 holidays each year.

Tuition and academic assistance are also available.

Additional benefits include childcare benefits, wellness & recreation membership, and wellness programs that aim to build a thriving wolfpack community.

Pay

The anticipated hiring range for this position is $48,000 - $51,500 per year.

Schedule

The work schedule is Monday - Friday, 8:00 am - 5:00 pm.