Administrative Specialist – Administrative, Senior

To be fully considered for this position all candidates must submit the following at the time of submission:

• A complete and accurate GSU application
• Resume
• Cover Letter
• Three professional references

Administrative Specialist Senior

Office of Faculty Affairs

The Administrative Specialist Senior provides high-level administrative and operational support to the Senior Associate Provost and Assistant Provost for the Office of Academic Affairs and supports the overall operations of the Office of Academic Affairs. This role manages executive calendars coordinates meetings and travel prepares professional communications and presentations tracks and routes documents and supports strategic initiatives through research and data synthesis. The position also provides administrative support for HR financial and business functions as needed. Exceptional organization discretion and the ability to manage multiple priorities in a fast-paced environment are essential.

WHAT MAKES The Office of Faculty Affairs A GREAT PLACE

Generous benefits including health dental vision tuition assistance retirement etc.

A knowledge-sharing organization that works collaboratively with diverse partners.

Professional development opportunity and mentorship

A rapidly growing center within an academic setting

Commitment to diversity equity and inclusion

HERE IS WHAT YOU WILL DO

Executive & Leadership Support
Provide high-level administrative and project support to senior leadership.
Manage complex executive calendars meetings and briefings.
Coordinate all travel arrangements including pre-approvals itineraries reimbursements and expense reports.
Draft and prepare professional correspondence reports and presentations.
Conduct research and prepare summaries to support strategic initiatives and decision-making.
Serve as a primary liaison to internal and external stakeholders handling confidential matters with discretion.

Office Operations & Administrative Oversight
Oversee day-to-day administrative operations of the Office of Academic Affairs.
Maintain confidential records and standardized digital and physical filing systems.
Draft and distribute official communications and announcements.
Coordinate logistics for meetings workshops and special events.
Prepare agendas record minutes and track action items to completion.

Meetings Events & Travel Coordination
Plan and coordinate logistics for meetings trainings conferences and special events.
Organize meeting materials and support high-profile visits.
Ensure timely and accurate travel coordination and reimbursements in compliance with university policy.

Financial HR & Business Support
Process financial transactions expense reports and assist with procurement activities.
Provide administrative support to the HR Officer including recruitment and personnel transaction support.
Maintain tracking tools spreadsheets and databases for HR and business operations.
Support graduate assistant appointments and related documentation.

Minimum Hiring Qualifications:
Bachelors degree and four years of administrative experience or an equivalent combination of education and experience

Preferred Hiring Qualifications:

Experience supporting senior or executive leadership in a university or complex organization.
Knowledge of higher education administrative HR and financial processes.
Demonstrated experience with executive calendar management and travel coordination.
Strong written communication organizational and project management skills.
Ability to manage multiple priorities independently while maintaining confidentiality.