Job Description

Primary Purpose of Position
This Administrative Support Specialist position serves the Department of Learning, Teaching and Curriculum by serving as primary contact and administrative support for the Chair, Assistant Chair, Program Directors, faculty members and students.
Minimum Qualifications
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.
Diplomas or degrees must be received from appropriately accredited institutions.
License/Certification Required
Essential Job Functions
This Administrative Support Specialist role serves as the primary point of contact for the Department of Learning, Teaching, and Curriculum, providing comprehensive administrative support to the Chair, Assistant Chair, Program Directors, faculty, and students.

Duties and Responsibilities include:
Serves as the initial contact person for the department by answering the telephone and greeting visitors to the department. Must possess the ability to communicate information clearly to staff, clients, and/or the public about services, processes, and procedures using prescribed or established guidelines.
Utilizes program-specific terminology. Gathers readily available information from office records to draft e-mails, memos, and other documents. Proofreads documents for grammar, spelling, punctuation, and basic formatting. Provides answers to requests for general information in written format. Records and documents information accurately.
Uses established filing and data systems, functions, and/or procedures that require knowledge of the program. Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail. Understands software used to perform day-to-day functions. Understanding of program and admissions requirements, registration processes, class schedule building process, textbook order process, and faculty workload policies.
Demonstrates basic understanding of the area of specialization, of program procedures, methods, and practices, including knowledge of program and staff responsibilities.
Uses one or more software programs, information systems, and specialized equipment to access, input, and verify standard information.
Identifies and recognizes problems that have established precedents and limited impact. Refers non-standard questions and problems to higher levels.
Plans and facilitates the support activities of student employees (graduate and/or undergraduate); coordinates with others to complete tasks.
Knowledge, Skills, & Abilities Required for this Position
Ability to manage tasks and workload to meet the department’s objectives and deadlines;
Ability to take initiative, prioritize work, work independently, and complete projects without detailed instructions;
Must be flexible to changes in assignments and daily interruptions;
Ability to maintain accurate and detailed records/databases;
Demonstrate professionalism at all times as the primary contact for the department;
Ability to maintain confidentiality on sensitive and personnel-related issues;
Ability to multi-task and complete work in a timely manner;
Ability to assist with the departmental websites.
Preferred Qualifications
A proactive and positive approach to work and team collaboration
Demonstrated ability to manage multiple tasks and priorities in a fast-paced environment
Exhibits initiative and responsiveness in a dynamic work setting
Excellent verbal communication and interpersonal skills to engage effectively with students, faculty and fellow staff
Proficiency with the Banner Student information systems
Required Functional Competencies to Successfully Perform Job Duties.
Communication – Verbal
Serves as initial contact person for department by answering telephone and greeting visitors to department. Must possess ability to communicate information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines. Applies judgment in releasing confidential information or to whom to refer questions.

Information/Records Administration
Uses established filing and data systems, functions, and/or procedures that require knowledge of the program. Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail. Understands software used to perform day-to-day functions. Basic understanding of program and admissions requirements, registration processes, class schedule building process, textbook order process, and faculty workload policies.

Knowledge – Program
Demonstrates basic understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.

Office Technology
Uses one or more software programs, information systems, and specialized equipment to access, input, and verify standard information.

Problem Solving
Identifies and recognizes problems that have established precedents and limited impact. Refers non-standard questions and problems to higher levels.