POSITION IDENTIFICATION
TITLE Administrative Specialist III
CLASSIFICATION NUMBER 3650
GRADE 13
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Varies
GENERAL FUNCTION
The Administrative Specialist III provides, coordinates, and/or administers complex programs or services with limited supervision. The Administrative Specialist III may administer programs, coordinate or provide services, provide specialized or technical information, provide customer service requiring confidentiality and advanced communication skills, and/or perform diverse and complex data management processes requiring proficiency with a variety of software applications and an understanding of the structure of databases and the information contained in the database. The Administrative Specialist III generally does not serve as an administrative assistant to a supervisor or provide administrative support services the department as a whole. The Administrative Specialist III works with relative independence and minimal supervision.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent and four years of administrative support or secretarial experience or an equivalent combination of education and experience is required. Experience in maintaining, monitoring, and reconciling financial records and accounts is preferred.
Skills: Keyboarding skills are required. A working knowledge of word processing and spreadsheet applications is required. Must have a working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department. Must know how to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations. Effective verbal and written communication skills are required. Must be able to train, assign work, and review the work of full- and part-time employees and student workers. Must have the ability to maintain financial records and accounts and prepare financial reports. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Skills related to the job responsibilities of the particular position are preferred.
Effort: Administrative support positions are primarily sedentary.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Administers programs or complex processes by having an in-depth understanding of the program or process, utilizing knowledge of applicable University, federal, or state regulations affecting the program or process, using advanced computer application skills, coordinating with others as needed to achieve desired outcomes, and providing reliable and authoritative information, reports, and recommendations.
2. Administers, coordinates or provides services or specialized, detailed information to others by having an in-depth understanding of the body of knowledge related to the information or service provided, utilizing applicable University policies and/or federal and state rules and regulations and best practices associated with the services provided, and providing the service or information following the guidelines established by the supervisor.
3. Accomplishes the required work independently by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgment to make decisions, and assuring effective communication with stakeholders.
4. Accomplishes objectives by coordinating with other areas of the University as needed and using advanced communication skills and an understanding of how to conduct business at the University.
5. Facilitates workflow and the efficient use of time and effort by establishing processes, guidelines, and rules related to the program or process in coordination with the supervisor.
6. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
7. Remains competent and current by attending professional development courses, software training classes, and attending training and/or courses as directed by the supervisor.
8. Helps to ensure the overall success of the department by performing all other duties as assigned.
SUPERVISION
The Administrative Specialist III is supervised by the designated supervisor and may supervise full-time and part-time employees and student workers.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2017
