Administrative Specialist II

University of Idaho, United States

Updated: 15 days ago
Location: Moscow, IDAHO
Job Type: FullTime
Deadline: ;

Position Details
Position Information


Internal Posting?
Posting Number SP004308P
Position Title Administrative Specialist II
Division/College College of Engineering
Department Mechanical Engineering
Location Moscow
Posting Context Statement
The role encompasses various responsibilities to support both academic and administrative functions within the department. This position starts as a level II, but has the opportunity for career progression based on performance and the annual evaluation process
Position Overview
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 an 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 procedures 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, 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
Unit URL
Department of Mechanical Engineering – University of Idaho (uidaho.edu)

Position Qualifications


Required Experience
  • 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
Required Education
  • High School Diploma or equivalent
Required Other
  • None
Additional Preferred
Preferred Education:
  • Bachelor’s degree in business, finance, or a related field


Experience in:
  • Providing customer service
  • Using MS Office and other complex software (such as financial and personnel records management systems) while completing administrative tasks
  • Interpreting, applying, and explaining complex information such as regulations, policies, or services
  • Independently solving problems and performing liaison activities in a work setting and coordinating activities requiring complex processes
  • Proclivity for identifying and implementing process efficiency improvements
  • Working effectively and cooperatively with multiple units and departments
  • Providing proactive, strategic, and detail-oriented approaches with a strong commitment to quality
  • Independently solving problems and performing liaison activities in a work setting and coordinating activities requiring complex arrangements
  • Editing and writing business correspondence using proper grammar and punctuation as demonstrated in application materials
Physical Requirements & Working Conditions
  • None
Degree Requirement N/A: No degree requirement

Posting Information


FLSA Status Overtime Eligible
Employee Category Classified
Pay Range $19.65 per hour or higher depending on experience.
Type of Appointment Fiscal Year
FTE
1
Full Time/Part Time Full Time
Funding
A visa sponsorship is available for the position listed in this vacancy. No
Posting Date 02/26/2024
Closing Date
Open Until Filled Yes
Special Instructions to Applicants
Applications received by March 18, 2024 will receive first consideration. Posting will remain open until a suitable pool of candidates is identified.
Applicant Resources https://www.uidaho.edu/human-resources/careers/applicant-resources
Background Check Statement
Applicants who are selected as final possible candidates must be able to pass a criminal background check.
EEO Statement
The University of Idaho (U of I) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, U of I does not discriminate on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity/expression, disability, genetic information or status as any protected veteran or military status in its programs or activities, including employment, admissions and educational programs.

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