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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
The Dean’s Administrative Services Specialist ensures effective and efficient operation of the Office of the Dean, maintaining a professional environment and high level of confidentiality. Working in a busy, fast-paced office under broad supervision, this invaluable member of the law school administrative team provides administrative support to the dean, requiring accurate, time-sensitive and highly confidential handling of communications and material. The Administrative Services Specialist ensures that critical projects and events are planned and executed to maximize the Dean’s ability to carry the mission of the UNH Franklin Pierce School of Law forward. The Administrative Services Specialist will also coordinate closely with the Assistant Dean for Students and Chief of Operations to ensure the law school’s daily events are executed in coordination with the Dean’s office. The Administrative Services Specialist will also closely coordinate with the Assistant Dean to oversee all administrative assistant activities across the law school to ensure consistent and coordinated support.
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
Salary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.
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
University of New Hampshire Franklin Pierce School of Law is an intimate, innovative law school, committed to developing students who enjoy challenging dialogue from the first moments of orientation, embrace practice-based learning, and stand ready to join the ranks of alumni who are global leaders in intellectual property, general practice, public interest and social justice, and commerce and technology. Our Legal Residency program allows students to work in their fields of interest for up to a full semester while receiving credit and our Daniel Webster Scholar program is the only practice-based bar exam alternative in the nation. Our faculty consists of practitioners experienced in their fields of interest. The small student/faculty ratio promotes collaboration and collegiality. Accredited by the American Bar Association, UNH Franklin Pierce is located in Concord, New Hampshire, home to the state’s legislature, state offices, as well as local, state and U.S. federal courts. Concord is just an hour’s drive from Boston, and we are located less than an hour from mountains, lakes, and the Atlantic Ocean.
The UNH Diversity Resource Guide with information and programming available in the seacoast area, New Hampshire and the region can be found here: https://www.unh.edu/hr/diversity-resource-guide
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
Ensure effective office operations :
• 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
• 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
Communicates with campus constituents:
• 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
• 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
Coordinates law school-wide events and administrative activities with the Assistant Dean for Students and Chief of Operations:
- 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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