What are the responsibilities and job description for the Administrative Support Specialist I position at Trinity University?
Job Family Group:
Staff
Department/Office:
Center for Science and Innovation
Time Type:
Full time
Compensation:
$18.98-$23.73
Please note, starting salaries are based on factors including internal equity, relevant experience, and education.
Exemption Status:
Non-Exempt
Job Description:
To provide support for financial and/or human resources administration activities to the Business Center. May be responsible for all administration and monitoring of financial and business transaction processes as a generalist or may be responsible for one or more specific areas such as accounting, budget development and monitoring, purchasing, travel, records management and/or project scheduling.
Required:
High School Diploma or equivalent.
Preferred:
Bachelor’s degree from an accredited institution.
Experience
Required:
Required:
Staff
Department/Office:
Center for Science and Innovation
Time Type:
Full time
Compensation:
$18.98-$23.73
Please note, starting salaries are based on factors including internal equity, relevant experience, and education.
Exemption Status:
Non-Exempt
Job Description:
To provide support for financial and/or human resources administration activities to the Business Center. May be responsible for all administration and monitoring of financial and business transaction processes as a generalist or may be responsible for one or more specific areas such as accounting, budget development and monitoring, purchasing, travel, records management and/or project scheduling.
- Receives reviews, analyzes and processes business, financial and payroll/personnel related transactions into a variety of the University software systems. Transactions include a combination of accounting (posting and reconciling), budget development and monitoring, purchasing, travel, records management and/or project scheduling.
- Compiles and analyzes financial information to post entries to accounts in automated finance system; allocates expenditures, encumbrances, receipts, receivables, etc., based on reports and schedules; reviews and processes requisitions; confers with department for clarifications and specifications, and preferred supplies; and/or confers with vendors to obtain product or service information such as price, availability, and delivery schedule.
- Ensures timely and accurate processing of all personnel actions in automated HR system to include, but not limited to, creating and submitting documents/ requests via respective institutional systems, in accordance with established policies and procedures.
- Identifies and resolves issues, concerns, discrepancies, problems, and inconsistencies, determining appropriate corrective procedures. Elevates issues to the supervisor as appropriate.
- Acts as liaison between departments and internal or external customers; interacts with clients by telephone, electronically or face to face to identify and support their transactional needs/requirements; and proactively engages customers through reporting and personal responses.
- Researches and evaluates all relevant information to handle inquiries and complaints; responds promptly to customer inquiries/requests; addresses customer complaints; elevates unresolved issues to the appropriate resources.
- Effectively manages client expectations and provides consistent client updates; keeps records of client interactions, transactions, and actions taken; and communicates and coordinates with internal departments as needed to resolve client issues.
- Plans and provides logistical and administrative support for events, meetings or other special functions, including on-site support and off-campus events. May attend meetings and provide minutes.
- Coordinates courses and faculty teaching schedules.
- Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence, patience and integrity to provide professional leadership during emergencies.
- Complies with all Trinity University policies and guidelines.
- Maintains a high degree of confidentiality and ensures safety of all confidential and sensitive information this position is privy to.
- Performs other duties as required.
Required:
High School Diploma or equivalent.
Preferred:
Bachelor’s degree from an accredited institution.
Experience
Required:
- Five years of related experience.
- Two years of experience in supporting one or more of the following areas: Purchasing, travel, financial reporting or human resources.
- Experience making decisions and providing administrative support for multiple priorities, scheduling of multifaceted meetings, retreats and/or event planning.
- Experience supporting a business executive level office with complex calendar management.
- Experience working in higher education.
- Advanced proficiency in Microsoft Office suite, Google suite and other commonly-used software programs applicable to business operations.
Required:
- Excellent oral and written communication skills.
- Ability to research issues and implement solutions.
- Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint).
- Excellent organizational skills with strong attention to details.
- Solid analytical/problem solving skills.
- Ability to use independent judgment and initiative to analyze complex situations and to develop multiple choices and recommendations within the scope of established practices and policies.
- Strong ability to multitask with demanding timeframes, ability to organize workloads and complete multiple projects with changing priorities.
- Ability to work with frequent interruptions.
- Excellent interpersonal and teamwork skills to include tact, diplomacy and good judgment in interactions with a diverse group of faculty, staff, students, alumni and external stakeholders.
- Proficiency in all phases of the duties performed.
- Self-starter and self-reliant to work both independently and as part of a team.
Salary : $19 - $24