Administrative Specialist Sr

The Administrative Specialist performs a wide variety of secretarial and administrative duties involving complex office support and coordination of related tasks both inside and outside of the District. Work includes contacts with top management, community or business leaders and requires specialized knowledge of the area assigned to support.

Essential Functions

35 % Administrative Support & Communication

Provides day‑to‑day administrative assistance to the department chair/director, faculty, staff, and students.

Acts as the primary point of contact (front‑desk, phone, email) for inquiries; receives, evaluates, and resolves requests or routes them to the appropriate office (HR, IT, fiscal, etc.).

Schedules appointments and manages calendars, meeting agendas, and travel arrangements upon request.

Coordinates work schedules for temporary/FWS employees, and ensures smooth day‑to‑day operations.

25 % Budget & Inventory Management

Coordinates purchasing, receipt, and maintenance of supplies and equipment.

Monitors and tracks departmental budgets, funding, and expenditures; assists with budget preparation and financial reporting.

Reconciles P-Card purchasing in line with District Guidelines.

Utilizes HCM/FMS/SIS (or equivalent) systems for payroll, time‑and‑labor entry, and student‑information tasks.

25 % Instructional & Classroom Logistics

Builds and processes class schedules; reserves classrooms/rooms and manages room‑reservation systems. Submits COM's as needed.

Contacts adjuncts, finds substitutes, and assists with faculty hiring/on‑boarding.

Assists in collection and filing of course syllabi in line with District Guidelines.

Drafts and distributes departmental announcements, and other program‑related information.

Check classrooms for supplies and current configurations.

10 % Document Creation, Records Management & Research Support

Maintains electronic and physical filing systems, ensuring records, and files comply with institutional retention policies.

Designs and formats documents, reports, presentations, newsletters, and promotional materials, as needed.

Conducts research and gathers data to support programs, projects, or retention initiatives; prepares routine and non‑routine correspondence.

5 % Staff Training & Other Duties

Provides training, orientation, and ongoing support to new staff and faculty on departmental processes and tools.

Other duties as assigned - flexible tasks that arise to meet departmental goals and priorities.