Administrative specialist job description

Administrative specialist job description

Administrative specialist job description

This post includes contents of job profile/title such as: job purpose/role, job functions, key duties/responsibilities/tasks list and other documents related to Administrative specialist position.

You also ref top job materials for Administrative specialist as below (at the end of this post):

• Top 16 administrative job descriptions
• Top 64 administrative forms
• 74 administrative interview questions and answers
• Top 9 skills for administrative positions
• Top 12 books for administrative positions

Job purpose of Administrative specialist

To provides technical and administrative support to the Chief Safety Officer and the Safety Division as directed. This position develops, maintains and uses database and organizational tools to track and manage safety records; researches industry best practices and gathers information to aid in identifying and mitigating hazards.

Key duties/responsibilities of Administrative specialist

You can ref some job descriptions for Administrative specialist as follow:

Job description sample 1

1. Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.). Explain policies, answer questions, and independently resolve problems whenever feasible.
2. Coordinate responses to data requests from internal and external auditors and customers.
3. Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts.
4. Monitor and collect metrics across the Contracts organization and develop reports for senior management
5. Create and format documents electronically including letters, memos, status reports, presentations (Power Point), spreadsheets (Excel), and other related documents.
6. Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements.
7. Resolves scheduling and process problems by collecting and analyzing information; coordinating solutions.
8. Establish processes and schedules to ensure all required submissions are made accurately and in a timely manner.
9. Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations.
10. Plan and establish master schedule for gate reviews, coordinating with stakeholders to ensure experts are invited and reviews are conducted, approved and documented.
11. Track actions and progress resulting from gate reviews and maintain all documentation.
12. Plan, prioritize and schedule meetings and appointments for Directors and other management. Make decisions on a daily basis regarding calendars.

Job description sample 2

1. Provide highly responsible administrative support to the Executive Director & Senior Director.
2. Serve as the office”s senior administrative coordinator ensuring that inquiries from corporate, government and internal constituents are properly handled.
3. Plan, schedule, and implement campus visits, including scholarship luncheons for some of the university”s most significant corporate donors including: agenda preparation (scheduling faculty, program administrators, etc.), facilities arrangements, catering, parking, transportation, and other logistical needs.
4. Responsible for independently planning and implementing 2-day annual Ford/U-M Research Alliance meeting involving C-level Ford and University executives including selecting venues, arranging faculty/Ford presentations, and producing research publication.
5. Monitor and initiate Ford/U-M Research Alliance project approvals, including preparing research allocation authorizations.
6. Oversee Ford/U-M Research Alliance $2 million+ annual budget reconciliation on quarterly basis, analyzing and resolving budget discrepancies.
7. Assist in preparing grant applications, proposals, status reports, stewardship reports and financial statements.
8. Coordinate events, receptions, workshops, conferences and high-level committee/board meetings.
9. Update and maintain the U-M Donor & Alumni Relationship Tool (DART) database.
10. Coordinate travel arrangements and itineraries.
11. Reconcile PCards, prepare travel expense reimbursements, invoices and journal entries.
12. Maintain highly demanding and challenging calendars.
13. Backup support for the Data Analyst.
14. Provide assistance on department website and social media posting.
15. Prepare executive briefings and research reports.
16. Assist in onboarding and training new staff; update Standard Operating Procedure Manual annually.
17. Coordinate corporate U-M football ticket and tailgate requests with the Office of University Development.
18. Coordinate work with administrative associate in regards to the day-to-day administrative tasks of the office. Provide backup support for one another when absent.
19. On a weekly basis, provide backup coverage for the Receptionist

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• Base on the above job description, you can set up: Administrative specialist daily tasks for job levels (such as entry level, junior, senior…), monthly tasks, weekly activities, Administrative specialist KPIs, Administrative specialist KRAs, Administrative specialist job objectives/goals, job standards/requirements, job specifications/qualifications.

Administrative specialist qualifications needed, job specification

You can use the KSA model (this model to identify key/core competencies/competency profile for Administrative specialist ) to determine job criteria for Administrative specialist position. Administrative specialist’s job standard includes the following elements:

1. Education, knowledge requirements (includes diplomat, degree, certification, training courses…)
2. Experience: (in KSA model, we use skills, not use experience).
3. Skills list/required (includes technical skills, soft skills, hard skills, management skills).
4. Abilities, attributes, traits, qualities:
5. Other characteristics: A general category for other personal như Factor personality, willingness, interest, motivation and licenses …

Below is list of Administrative specialist qualifications:

1. Associate”s degree required (preferably in business/office administration), Bachelor”s degree preferred.
2. Minimum of 5 years of work experience in a corporate relations/academic research environment.
3. Ability to interact effectively with a wide variety of people, including senior executives in industry and high-level U-M administrators.
4. Experience in customer relations and event planning.
5. Budget management experience
6. Strong organizational, verbal and writing skills.
7. Ability to set priorities.
8. Ability to act effectively both independently and as a member of a team.
9. Flexibility to meet changing priorities.
10. Proficient with MS Office (Excel, Word, PowerPoint)
11. Proficient with Google Docs Office Suite (Documents, Spreadsheets, Forms)
12. Flexibility to work occasional hours outside of the standard working hours

Administrative specialist career advice

Below are top useful guides for Administrative specialist career:

Top 9 skills for administrative management
Top 12 books for administrative positions
• Top 64 administrative forms
• Top 16 administrative job descriptions
• Top 12 tips for career development
• Top 9 career path tips
• Top 14 career objectives
• Top 12 career promotion tips

Administrative specialist job search tips

Below are top materials for Administrative specialist job application:

• Top 15 ways to search jobs
Top 7 cover letter samples
Top 8 resume samples
• 74 administrative interview questions and answers
74 interview questions and answers
• Job interview checklist 40 points
• 13 types of interview questions and how to solve them
• Top 8 interview thank you letter samples

Administrative specialist performance appraisal

• 40 administrative KPIs (this post includes metrics to measure Administrative specialist performance)
• 11 performance appraisal methods (includes appraisal templates and forms)
• Top 28 performance appraisal forms
• Administrative specialist KRAs/scorecard

Administrative specialist wages, salary

Below are useful materials for Administrative specialist wages, salary:

• Top 12 salary negotiation tips
• Top 9 tips to get high salary

Fields related:

The above job descriptions can be used for fields: accounting, business, construction, retail, sports, healthcare, hotel, event, it, non-profit, medical, property, school, sales, university, restaurant, hospital, database…

If you need more free Administrative specialist job description forms/templates/formats in details, please leave comments at the end of this post. You also can save as this free file as pdf/doc or download free career, KPI ebooks at sidebar. Update: 2014.

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