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Administrative Specialist – Richmond College – 500543 (Richmond)

Full Time

Website University of Richmond

Administrative Specialist – Richmond College – 500543

SUMMARY:

Reporting to the Dean of Richmond College, the Administrative Specialist serves as the assistant to the dean. The Administrative Specialist also performs a variety of office support duties for the College’s deans, such as composing and word processing a variety of standard documents and correspondence, relaying and resolving routine telephone and/or walk-up inquiries, scheduling calendar items and meetings, processing forms, and establishing and maintaining records. The Administrative Specialist maintains the budget for the dean’s office, manages event planning for the College’s major programs and celebrations, and compiles statistical data that assists in monitoring the progress and success of the dean’s office in meeting strategic objectives. The Administrative Specialist uses sound judgement in making decisions impacting the dean’s office and students of the College.

RESPONSIBILITIES:

Administrative Support

  • Greets and directs visitors, as and when appropriate; resolves routine administrative problems and answers inquiries concerning activities and operations of department/division; accepts, screens, and routes telephone calls and walk-ins; maintains log of inquiries as required; schedules meetings, interviews and appointments, and performs other duties related to maintaining one or more individual schedules.
  • Performs a range of staff, program and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters
  • Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and document scans, and operates a variety of office equipment.
  • Coordinates the maintenance of facilities, buildings, and equipment, as appropriate, to ensure optimum functionality; identifies, assesses, negotiates as necessary, and resolves building maintenance and usage problems; Orders, stocks, and distributes office supplies.
  • Coordinates travel arrangements for the dean and other dean-level staff in the office.
  • Orients new staff in the dean’s office with regard to office operations areas and acts as a resource for University-related questions.
  • Represents the dean’s office on committees as appointed by the dean.

Budget Management

  • Maintains all budgets for the dean’s office, including paper and electronic records; Assists the dean in reconciling all Richmond College budgets, including budgets for the Richmond College Student Government Association and Honor Council; Reallocates funds to appropriate index or account.
  • Maintains and reconciles the monthly credit card statement and reallocate funds when needed; manages telephone billing records for the office.
  • Processes check requests, budget transfers, and deposits of funds for dean’s office staff.

Event Planning

  • Coordinates logistics for all major programs and celebrations of Richmond College, including but not limited to Investiture, First Friday, Richmond College Day, and the RCSGA Pass the Gavel Dinner; manages room reservations, selection of menu, and arrangements for speakers; creates, distributes, and manages invitations and printed materials; tracks and follows-up on RSVP’s; ensures events stay within budget; maintains file on processes associated with each event; attends events to ensure smooth operation and to assess effectiveness of planning.
  • Assists the dean in the planning and implementation of staff development programs for dean’s office staff, including but not limited to office retreats, weekly staff meetings, and special training opportunities; reserves spaces and coordinates room and refreshment setup; manages logistics for invited guests; compiles and distributes materials.
  • Assists in the planning and implementation of the College’s speaker series on men and masculinities; manages room reservations/setup and selection of menu as needed; coordinates travel arrangements and logistical support for speaker; develops and coordinates registration materials, advertising, and printed materials; tracks registrations and fee collection; coordinates staffing on the day of the session; ensures event stays within budget; maintains file on processes associated with the series; attends session to ensure smooth operation and to assess effectiveness of planning.
  • Assists the associate dean in the planning and implementation of the induction ceremonies of the Phi Eta Sigma National First Year Honor Society, including room reservations, selection of menu, procurement of supplies for the ceremony, and development of processes for distribution of honor cords to graduates.

Reporting

  • Assists the dean in the administration of academic policy as it relates to students of the College; prepares and sends Dean’s List letters; prepares and sends letters of probation to students who are not meeting academic progress metrics and provide copies to the appropriate offices; at the direction of the dean, manage withdrawal process of students who do not meet academic progress metrics.
  • Compiles and reports data to aid in the efficient use of dean’s office resources; coordinates assessment activities for the office.
  • Assists in duties associated with student retention, including but not limited to developing assessment instruments and reporting of assessment data, researching best practices and emerging trends, and writing grants.

QUALIFICATIONS:

  • Excellent communications skills, both orally and in writing, are required.
  • Ability to organize and complete multiple priorities in a dynamic office environment is required.
  • Ability to perform accounting procedures and to administer multiple budgets is required.
  • Ability to plan and coordinate logistics for events with attendance of between 30 and 400 participants is required.
  • Ability to maintain confidentiality of records and information is required.
  • Problem solving skills and the ability to work independently is required.
  • Ability to work as part of a team is required.
  • Strong proofreading and editing skills are required.
  • Competency in word processing and spreadsheet software (Microsoft Office), Banner, and Cascade is highly desired.
  • Competency in social media and web design platforms is highly desired.
  • Working knowledge of academic policies and procedures and the ability to apply this knowledge daily in interacting with faculty, staff, students, parents/families, and other constituents is highly desired.

EDUCATION & EXPERIENCE:

  • Bachelor’s degree is required.
  • Three to six years in a professional office setting is highly desired.
  • Experience working in a college atmosphere or administrative office is desired.

WORK HOURS:

  • Full-time, non-exempt position
  • Monday – Friday, 8:30 a.m. – 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week

SALARY STRUCTURE:
Pay Grade 5 (Hiring Range $18.24 to $24.17 per hour)

COVID-19:

The University of Richmond requires COVID-19 vaccinations for all students, faculty, and staff. The University allows exemptions to this requirement for religious, medical and strong personal conviction reasons. All newly hired employees must report their status within the first two weeks of employment.

ABOUT UR:

At the University of Richmond, we’re creative, inclusive, and determined. We’re Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond ( www.richmond.edu ) blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There’s only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE

Compensation type: Hourly

Tagged as: Ncluding, Room

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