Administrative Specialist II

at  University of Idaho

POSITION SUMMARY:

The position provides a wide range of operational support to visitors, students and employees, navigating a variety of administrative processes, procedures and cyclical calendars of activities critical to the operation of the unit within the broader university. The primary responsibility is to serve as administrative process expert and coordinator. The position may serve as first point of contact for the department while also performing administrative functions such as researching information and solving problems for faculty, staff and students, and providing program and/or event assistance.

Duties may include:

• Compose, proofread, edit and distribute a variety of business documents and routine reports
• Maintain schedules and event calendars
• Coordinate logistics for regular travel and meetings
• Collect and organize data, enter information into various electronic systems in accordance with university or department procedure to ensure accuracy and compliance, validate information and resolve conflicts in data
• Review internal operating procedures and practices to determine whether improvements can be made in areas such as workflow and records management
• Greet office visitors and respond to incoming calls and email correspondence. Provide information about office services and processes, redirect inquiries to appropriate offices/individuals
• Manage inventory
• Other duties as assigned

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent
• One year performing office support functions such as document or records management, composing or editing and formatting business documents, reception and/or customer service
• Using computer software and applications for word processing, spreadsheets, email and internet research
• Balancing a workload of assigned tasks to meet multiple deadlines

PREFERRED QUALIFICATIONS:

• Bachelors degree
• Experience receiving and referring inquiries and visitors
• Experience with integrated communication systems including but not limited to Teams, Zoom, Outlook, One-Drive, Sharepoint
• Experience handling confidential information and discretion with highly sensitive information and situations
• Ability to communicate and collaborate with numerous on-campus partners
• Demonstrated ability to use email and web software to send and receive communications, information, and process business transactions
• Demonstrated ability, with minimal supervisions, to independently coordinate/process delegated assignments, sometimes with complexity
• Ability to take initiative to plan and complete assigned projects; recognize errors and solve problems to make improvements short and long term
• Working knowledge of Banner modules

PHYSICAL REQUIREMENTS & WORKING CONDITIONS:

• None
  None

• Compose, proofread, edit and distribute a variety of business documents and routine reports
• Maintain schedules and event calendars
• Coordinate logistics for regular travel and meetings
• Collect and organize data, enter information into various electronic systems in accordance with university or department procedure to ensure accuracy and compliance, validate information and resolve conflicts in data
• Review internal operating procedures and practices to determine whether improvements can be made in areas such as workflow and records management
• Greet office visitors and respond to incoming calls and email correspondence. Provide information about office services and processes, redirect inquiries to appropriate offices/individuals
• Manage inventory
• Other duties as assigne