Administrative Specialist

at  Ohio University

PLEASE SEE SPECIAL INSTRUCTIONS FOR MORE DETAILS.

This position is being posted internally and to the public simultaneously in order to expedite the posting process. However, current Ohio University AFSCME 3200 bargaining unit employees will be considered first.

Please complete the online application and attach the following required documents when prompted:

• Resume or CV
• A detailed cover letter describing your qualifications and the reasons why you are interested in the position for which you are applying
• A list of at least three (3) professional references with current and complete contact details including an email address.

We seek candidates with a commitment to working effectively with students, faculty and staff from diverse background.

DEPARTMENT SPECIFIC DESCRIPTION

The Administrative Specialist is responsible for managing all aspects of faculty (tenure-track, instructional, and visiting), staff (administrators, researchers, and classified), and student hiring processes across the college. This role requires decision-making to ensure the efficient coordination of recruitment, onboarding, compliance, and employee relations while maintaining accurate employment documentation. The position will frequently involve problem-solving, managing unique situations, and determining the best course of action in non-standard cases.

RECRUITMENT AND HIRING MANAGEMENT:

End-to End Oversight: Manage the complete recruitment and comprehensive hiring process for faculty (tenure-track, instructional, visiting, and adjunct), administrators, researchers, classified staff, and student employees (including hourly, Federal Work-Study, and PACE roles).
Support for Search Committees: Facilitate initial and follow-up meetings for search committees to discuss the job description, key responsibilities, qualifications, timeline, required training, advertising strategies, logistics for campus visits, and next steps. Ensure all necessary search documentation is managed effectively.
Training Compliance: Ensure that search committee training requirements are fulfilled.
Job Postings: Prepare and review job postings with search committees, ensuring timely submission for publication.
Faculty Employment Offers: Oversee the faculty offer process by creating and regularly updating offer letter templates in accordance with the faculty handbook and university guidelines. Draft offer letters, communicate negotiated offers to candidates, and process accepted offers by submitting hiring information to UHR. Manage all hiring and recruitment documentation.
Faculty Candidate Visit Coordination: Manage the scheduling and logistics of candidates’ campus visits to ensure efficiency, including travel arrangements, accommodations, and scheduling interviews with relevant stakeholders.
Compliance and Strategy: Ensure all recruitment efforts adhere to university standards and provide guidance on recruitment strategies.
Advertising Management: Oversee advertising initiatives by creating, evaluating, and adjusting job advertisements and recruitment documentation to meet specific departmental needs.
Student Hiring: Collaborate with departments to recruit student employees by advertising available positions and conducting outreach to promote opportunities. Verify eligibility for work-study programs as needed. Facilitate the onboarding process for new students. Serves as the Workforce administrator for all students in the college, adding new students, terminating students, updating account numbers, and updating pay rates.
Issue Resolution: Assess when to escalate recruitment challenges or modify procedures based on the unique requirements of positions or candidate pools. Faculty and Staff Support: Support searches by managing the recruitment process and facilitating the onboarding of new hires. Assist with staff hiring processes by collaborating with HR on job descriptions, postings, and compensation reviews.
Faculty and Staff Support: Support searches by managing the recruitment process and facilitating the onboarding of new hires. Assist with staff hiring processes by collaborating with HR on job descriptions, postings, and compensation reviews.

GENERAL JOB DESCRIPTION:

Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.

MINIMUM QUALIFICATIONS

Knowledge of administrative practices, policies, procedures, office equipment, and computer software typically obtained by a high school degree or GED or equivalent and a minimum of 3 years related experience.
An equivalent combination of education, training, and experience is acceptable.
Specific knowledge, certifications, and licensure will apply at the position level.

PREFERRED QUALIFICATIONS

Associate’s degree

GENERAL JOB DUTIES:

• May supervise or oversee the work of Technical & Administrative Support staff and/or student employees.
• Resolves complex and unique problems that require an ability to interpret established policies and procedures.
• Oversees department unit administrative processes.
• Coordinates complex processes and initiatives such as grant proposals, contracts /or complex academic processes such as tenure case approvals, faculty searches, complicated course scheduling or sensitive graduate application processes.
• Plans and implements projects, special events, and/or programs that require a high level of coordination with multiple constituents and departments.
• Composes and edits internal and external correspondence and documents, including such things as manuscript submissions for scientific journals.
• Manages academic courses and textbook information. Plans and maintains website as well as other department publications.
• Prepares and monitors internal budget and other financial documents for a departmental work unit. Recommends purchases. Reviews and follows up on discrepancies in standard expenditures.
• Fully proficient in applying established standards for the job.
• Applies advanced technical or process knowledge; requires ability to utilize diverse but conventional methods, techniques, or approaches to meet specific needs of an assignment.
• May supervise or oversee the work of other TAS and/or student employees.