TES Administrative Support Specialist

Essential Responsibilities

Administrative and Office Support

• Provide office coverage, welcome office guests, manage calls, and distribute mail.
• Provide direct administrative support to the Manager, Outreach Business Operations, including meeting and event preparation, correspondence, document management, and follow-up on assigned tasks.
• Prepare agendas, notes, reports, presentations, correspondence, and other materials for the Manager and related office initiatives.
• Coordinate travel arrangements, expense vouchers, mail distribution, telephone coverage, visitor reception, and other clerical and operational support.
• Respond to internal and external inquiries by providing information, researching issues, and referring complex matters to the appropriate staff member or office.

Financial, Purchasing, and Compliance Support

• Support financial and budget processes by preparing and tracking transactions and monitoring assigned accounts.
• Coordinate purchasing and payment activities, including purchasing card reconciliations, invoice processing and routing, budget transfers, expense documentation, vendor registration, professional services contracts, supply and promotional item orders, and inventory tracking.
• Review documents and transactions for completeness, accuracy, and compliance with university policies, procedures, and internal office processes before routing them for approval.

Records and Human Resources Support

• Gather, organize, and maintain records, reports, forms, spreadsheets, and databases related to finance, budgeting, purchasing, human resources, grants, events, and administrative operations.
• Maintain organized electronic and physical filing systems that support accurate recordkeeping, audit readiness, and efficient document retrieval.
• Assist with routine human resources processes, including EPAF preparation, onboarding, timekeeping, and related duties.
• Provide limited coordination or guidance to student workers or temporary clerical staff, as assigned.

Events, Projects, and Process Improvement

• Plan and coordinate logistics and administrative support for projects, meetings, development events, training sessions, and other office activities.
• Support special projects, process improvements, and organizational analysis that enhance the efficiency and effectiveness of Outreach business operations.

Minimum Qualifications

• High school diploma or equivalent, plus 4 years of relevant experience in administrative support, office operations, finance, budgeting, purchasing, human resources, or a related business function.

Substitution allowed for Experience:

When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience. 

Expectations:

• Ability to understand, apply, and explain administrative policies, procedures, processes, and deadlines.
• Strong organizational skills, with the ability to balance multiple priorities, maintain accurate records, and meet deadlines.
• Strong written and verbal communication skills and the ability to interact professionally with faculty, staff, vendors, visitors, and university offices.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams.
• Ability to produce accurate reports, spreadsheets, correspondence, forms, and other business documents with close attention to detail.
• Ability to manage confidential and sensitive information with professionalism and discretion.