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Administrative Services Specialist
Job Description
Operating Title
Administrative Services SpecialistLong Classification Title
Administrative Services SpecialistCampus Location
ConcordDepartment
UNHL Dean's Office OperationsSummary of Position
Acceptable minimum level of education
HS or equivalentAcceptable minimum years of experience
5-7 yearsPosting Number
PS4762FY25Other minimum qualifications
- 5-7 years of office support experience of increasing responsibility, Bachelor’s degree and three years of experience, or combination of experience, specialized training and higher education equal to seven years.
- Comprehensive knowledge of office procedures and practices.
- Ability to establish and maintain effective working relationships with faculty, staff, students and the general public.
- Ability to work effectively and efficiently, both independently and as a team player, in a fast-paced professional environment.
- Comprehensive computer skills, such as word processing, e-mail, PowerPoint, internet, spreadsheets, database systems, file management systems, and all current software applications.
- Strong written and oral communication skills.
- Adaptability, organizational and analytical skills and careful attention to detail.
- High degree of confidentiality, discretion, diplomacy and judgment. Tact and skill in dealing with others.
- Willing to learn new skills as required to meet the needs of the dean’s office.
- Ability to make independent decisions when directed or authorized,
- Ability to manage and organize multiple projects, set priorities and meet deadlines in a fast-paced environment.
Additional Preferred Qualifications
- Bachelor’s degree.
- Experience in the office of a chief administrative officer.
- Skill in design, visual and/or audio arts.
- Advanced computer skills, including Adobe Acrobat, PowerPoint, Qualtrics, Box, Zoom, Teams, One Drive, SharePoint, Office 365.
Salary Information
Quicklink for Posting
https://jobs.usnh.edu/postings/62169Percent Time Information (FTE)
1.00Grade
18EEO Statement
The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.
Institution Information
Posting Date
07/22/2024Open Until Filled
YesPosting Open to Internal Candidates Only?
NoInterested Internal Candidates Exist?
NoJob Category
Salaried Staff (Exempt)Appointment Type
RegularDrivers License and Physical Requirements. Please check all items that apply.
None applicableDuty/Responsibility
• Schedule and monitor appointments for complex and changeable calendars
• Review, organize and prioritize incoming materials
• Assist and support dean to organize and manage critical projects
• Assist and support dean in preparing correspondence, documents, presentations, and speeches
• Track and prepare materials for professional, administrative and faculty meetings
• Advise senior staff in order to ensure timely adherence to work cycle flow of office by preparing materials and overseeing task completion
• Manage and track multiple types of approval processes required by dean and senior staff
• Manage PeopleAdmin, at the Dean’s request
• Create visually appealing presentations on behalf of the Dean
• Manage, maintain and update complex online filing system
• Create and maintain databases and spreadsheets
• Develop and improve office processes and systems
• Prioritize issues according to urgency and follow up on activities to ensure timely follow through and completion
• Make arrangements for dean’s travel, meetings and conferences
• Identify and reserve venues, organize catering and other logistics for events hosted by law school
• Maintain inventory and supplies for the office
• May supervise and manage the timekeeping for other admin staff and student workers
Duty/Responsibility
• Communicate professionally, diplomatically and clearly with faculty, staff, students, alumni, outside employers, law school guests and others
• Maintain confidentiality in communicating sensitive information and material
• Proactively create and prepare correspondence and materials for distribution according to regular deadlines
• Routinely prepare, review and communicate sensitive material to faculty, staff, dean’s leadership team and main campus administrators
• Prepare, edit and send directed communications to law school community
• Monitor the dean’s office email and respond or refer to others for response as necessary
• Refer and/or assist incoming calls, inquiries and concerns
• 10% Support academic policies and processes :
• Serve as resource on law school’s academic policies and procedures
• Perform a variety of daily tasks involving policy and procedures for the efficient operation of the office
• Monitor hiring, promotion and tenure processes
• Provide administrative support to various academic committees as assigned by dean
• Work on other projects as needed by the dean
• Perform other related duties as assigned
Duty/Responsibility
- Supports the Chief of Operations with the development and implementation of cross-departmental processes for efficient and effective collaboration managed through the cross-functional team process.
- Will support the Chief of Operations in their role to supervise responsibilities over staff in Facilities and Administrative Support cell.
- Will coordinate closely with the Associate Dean for Academic Affairs with oversight of the administrative support cell to serve various administrative requirements and event oversight.
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