Administrative Specialist

PAY GRADE: 29E

CONTEXT OF THE JOB:

Under the limited supervision of the Business Administrator in the Department of Kinesiology and Applied Physiology (KAAP) the Administrative Specialist using initiative judgement and discretion assists with managing the administrative functions academic and fiscal affairs of the Department. The Administrative Specialist is proactive customer-service driven demonstrates exceptional attention to detail and utilizes effective organizational skills to meet concurrent deadlines in a results-driven environment.

The Department of Kinesiology & Applied Physiology is recognized as one of the nations top doctoral programs by the National Academy of Kinesiology. It encompasses three undergraduate programs and six graduate programs enrolling approximately 750 undergraduate students and 120 graduate students. The Department is supported by 43 faculty and professional staff including PhD faculty who lead independent research programs with a combined $2.5 million in annual research expenditures.

MAJOR RESPONSIBILITIES:

• Assists with all aspects of the departments daily operations ensuring compliance with university state and federal policies laws and regulations.
• Provides guidance to all levels of management on university policy financial operations and administrative matters.
• Serves as the primary liaison to the Department Chair and Business Administrator delivering advanced administrative expertise and facilitating effective operational coordination. Serves as a primary point of contact for KAAP interacting with faculty staff and students academic partners guests to KAAP vendors and others.
• Develops maintains and enhances office management systems; implements new administrative strategies and procedures to optimize efficiency.
• Prepares high-level correspondence on behalf of the department college and university frequently managing sensitive and confidential information on behalf of the Department Chair and Business Administrator.
• Creates organizes and manages department data using Excel; general summaries tables and reports to support department planning and decision making.
• Manages plans and directs logistical operations for all department events meetings seminars workshops including administrative recruitment development and strategic initiatives. Responsibilities include securing venues coordinating A/V support managing catering preparing documentation (agendas minutes) registrations invites RSVPs and overseeing facility logistics set-up and breakdown.
• Oversees daily operations of the suite/copy/mail area including coordination of all deliveries and shipments. Manages office supply and equipment inventory to ensure efficient resource utilization and business continuity. Monitors vendor agreements related to office operations and inventory management to ensure cost-effectiveness and compliance.
• Serves as department timekeeper. Trains miscellaneous wage employees in UD Workforce; monitors and approves hours for miscellaneous wage staff liaison to Payroll Office ensuring adherence to ACA guidelines and university employment policies.
• Manages the submission and processing of all human resource documentation for non-benefited new hires adjunct instructors visiting scholars secondary/affiliate faculty appointments and additional assignments. Submits transfers as needed.
• Manages a high-volume and the complex processing of all supplemental teaching payments for adjunct faculty and full-time instructors ensuring accuracy compliance and timely execution.
• Prepares and submits all PTI webforms for research participants accurately and on time in a research-intensive environment. Independently follows up with stakeholders to obtain required documentation track status updates and ensure clear timely communication.
• Manages maintenance and content updates of the department labs and faculty research websites following UD communications best practices and policies and in coordination with the CHS communications team.
• Maintains department donor database and independently prepares personalized donor acknowledgment letters.
• Coordinates faculty search committees including all candidate travel arrangements and reimbursements. Coordinates appropriate facilities equipment personnel schedules catering technology logistical requirements itineraries and publicity for incoming candidates.
• Ensures all systems access equipment and supplies are accurately coordinated and delivered for new benefited employees.
• Maintains departmental policies bylaws committee rosters staff rosters and email distribution lists.
• Supports and monitors faculty-related processes such as peer reviews contract renewals promotion and tenure (P&T) faculty recruitment and various types of leave.
• Oversees and maintains the departmental workspace assignments to ensure accuracy and alignment with operational needs; communicates updates promptly to the facilities team to support space planning and efficiency; Manages departmental space and equipment logistics key management; office/lab shared space scheduling supply ordering and in coordination with CHS Facilities office/lab moves and renovations.
• Serves as departmental archives/records retention specialist.
• Attends faculty and staff meetings; records and disseminates detailed minutes to support transparency communication and timely execution of action items.
• Serves as back-up to other administrative staff as needed.
• Performs other job-related duties as assigned.

QUALIFICATIONS:

• Bachelors degree and three years of related work experience or an equivalent combination of education and experience.
• University experience is preferred.
• Extensive knowledge of office practices and procedures.
• Ability to make independent decisions and judgments in keeping with the level of the position.
• Ability to plan prioritize balance and review a variety of projects that must be completed simultaneously and on time.
• Ability to communicate and interact with people of all ages and diverse backgrounds and to maintain a positive and collaborative work environment.
• Ability to use advanced techniques in word processing spreadsheet database webpage and presentation software.
• Excellent organizational and interpersonal skills.