Administrative Specialist

at  Ohio University

JOB DESCRIPTION

The Russ College of Engineering and Technology’s Department of Chemical and Biomolecular Engineering at Ohio University seeks applicants for the position of Administrative Specialist.
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.
Position Specific Description:
This position supports the general administrative functions of the Chemical and Biomolecular Engineering (ChBE) Department, a research intensive academic unit, and provides high-level administrative assistance to the department chair, faculty, staff, and students. This includes purchasing, travel, maintaining budgets, course scheduling and acting as the first point of contact for the department.

Job responsibilities include:

• 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.

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

• Knowledge of web page development techniques*
• 1 year experience with Excel
• 1 year experience with OBI
• 1 year experience with Concur
• 1 year experience with Bobcat Buy
• 1 year experience with WorkForce
  (*developed after employment)

• 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