Admin Specialist-Maritime Ops | Office of University Human Resources

Profile Summary

Positions in this job profile are responsible for managing the daily administrative operations for the department or office by providing planning and management of support resources. Manages systems for scheduling, reporting, and record keeping in accordance with applicable regulations and requirements.

Distinguishing Characteristics

The distinguishing characteristic of the Admin Specialist-Maritime Ops profile is the administrative support and oversight of general business operations for a maritime department and satellite office of the university. Positions provide and manage general business operations in various administrative support activities within a combination of disciplines, including clerical, fiscal, student services and various other functions within administrative services.

Primary Position Responsibilities

1. Provides administrative management of the day to day operations for a maritime department that is a satellite office of the university. 2. Fiscal and budget responsibilities, including prepare, reconcile and reports to inform leaders making budgetary decisions. 3. Maintains, generates and manages communications efforts including, but not limited to website, social media, newsletters, external articles and reports. 4. Ensures compliance with university policy, federal and state regulations and contractual agreements. 5. Develops processes for effective and efficient workflow and adherence to quality standards. 6. Supervision of clerical, accounting related positions including plan, assign and approve work; rewards/discipline; respond to grievances; hire/fire (or effectively recommend); prepare and sign performance evaluations/reviews of employees including classified and/or professional faculty. 7. Acts as the liaison for the department with groups, agents, sponsors, students and other constituents to answer questions and provide information.

Problem Solving and Decision Making

Problems are varied, requiring analysis or interpretation of the situation. Problems are solved using knowldege and skills, and general precedents and practices. Decisions may affect a work unit or area within a deaprtment; the job may contribute to business and operational decions that affect the department. Decisions impact: • Department • Direct team • Vendors/Suppliers/Contractors • Other External Agencies and Institutions

Accountability

Results are defined by senior management, college and university mission, vision and strategies; existing practices are used as guidelines to determine specific work methods. Carries out work activities independently; supervisor/manager is available to resolve problems.

Relationship With Others

Collaborates and interacts within the Dept/Unit, University Wide, and Externally to: • Exchange routine, factual information and/or answer routine questions. • Develop and maintain relationships with key contacts to enhance workflow and work quality. Collaborates and interacts within the Dept/Unit and University Wide to: • Exchange detailed information or resolve varied problems. • Access and/or work with sensitive and/or confidential information. Collaborates and interacts within the Dept/Unit to: • Identify needs/concerns of others, determine potential solutions, resolve or redirect appropriately. • Persuade, gain cooperation and acceptance of ideas or collaborate on significant projects. • Resolve conflict, negotiate or collaborate on major projects. • Handle sensitive issues and facilitate collaboration at the highest level.

Typical Requirements

Bachelor’s degree in field related to assigned responsibilities. 3 years of office management experience in a complex office environment.

Disclaimer

The above statements are intended to indicate the general nature and level of work performed by positions within this job profile. They are not designed to contain or be interpreted as an exhaustive list of all duties, responsibilities, skills, and qualifications required of all employees within positions covered by this job profile.