Administrative Support Specialist I - Education

Exemption Status

Non-Exempt Job Description

Provides administrative support to an individual, office, department or program.

• Serves as the main point of contact for the department by answering the phone, greeting visitors, taking messages and scheduling appointments. Advises students and staff about administrative or academic procedures and policies.
• Types, formats, edits and revises a variety of documents using a computer. Composes basic correspondence.
• Plans and provides logistical and administrative support for events, meetings or other special functions, including on-site support and off-campus events. May attend meetings and provide minutes.
• Tracks budgets, including travel authorizations, Purchase card (P-card) transactions, etc.
• Coordinates courses and faculty teaching schedules.
• Maintains a variety of files and records consisting of official and confidential matters.
• Prepares travel authorizations, manages travel arrangements and processes travel reimbursements.
• Collects, opens, sorts and routes all incoming mail and other correspondence.
• Purchases office supplies and oversees food deliveries for department meetings.
• Oversees, plans, assigns and prioritizes work of student workers. Approves time cards for all student workers in the department.

ADDITIONAL DUTIES

• Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence, patience and integrity to provide professional leadership during emergencies.
• Complies with all Trinity University policies and guidelines.
• Performs other duties as required.

EDUCATION

• Required: High School diploma or GED.
• Preferred: Associate's degree or equivalent from two-year college or technical school.

EXPERIENCE

• Required: One year of clerical/administrative experience.
• Preferred: Three years of clerical/administrative experience with at least one year in higher education.

KNOWLEDGE, SKILLS, AND ABILITIES

Required

• Proficiency in the use of English grammar, spelling and basic math.
• Knowledge of current methods and systems of bookkeeping, filing and purchasing.
• Proficiency in Microsoft applications including Word, Excel and PowerPoint.
• Excellent verbal and written communication skills.
• Must be responsible, dependable and able to maintain confidentiality.
• Intermediate knowledge of administrative practices and procedures.
• Exceptional time management, organizational and problem-solving skills.
• Must have the ability to multi-task and work cooperatively with others.