Chancellor’s Office Job Description
UNIT: Office of the Chancellor
WORKING TITLE: Administrative Specialist
CLASSIFICATION: Administrative Specialist/PSS Grade H
POSITIONS SUPERVISED: Student employees.
UNIT DESCRIPTION AND SUMMARY STATEMENT:
The Chancellor's Office is the top level administrative office involved in a wide range of
academic and administrative issues. There is a heavy work load, with frequent, pressing
deadlines, requiring that work be done in a timely fashion and with a high degree of
accuracy. Working as a team is essential. Under the general supervision of the Executive
Assistant to the Chancellor and the Assistant Chancellor/Chief of Staff, the
Administrative Specialist will provide senior level administrative, project management,
and clerical support.
Functions and Responsibilities
60 % Executive Support
Under the supervision of the Executive Assistant to the Chancellor, manage the complex
calendar for the Chancellor and the Chancellor’s Office by arranging and confirming
appointments and meetings including rescheduling when needed. Will organize,
schedule and arrange a wide variety of meetings, varying in magnitude and complexity;
coordinate calendars, contract facilities, formulate agendas, prepare meeting materials,
and arrange logistics (i.e., transportation, lodging, food service, etc.).
As needed, serve as the reception point for the Chancellor’s immediate office.
Coordinate communication in the office of the Executive Assistant to the Chancellor
(answer the telephone, respond to inquiries, convey messages, process mail, etc.).
Maintain office, supplies, files and document systems including electronic files. Review
all incoming correspondence and redirect as necessary. Establish priorities and finalize
action outline when necessary. Ensure that deadlines are monitored appropriately and
information/reports are received from relevant subunits in a timely manner.
Provide back-up support in the absence of the Executive Assistant to the Chancellor.
20% Special Projects
Provide administrative oversight and coordination to a variety of special projects
including, for example, visits and meetings with representatives from the Office of the
President Coordinate priorities with the Executive Assistant to the Chancellor.
15 % Administrative Support
Provide general administrative support for the Executive Assistant to the Chancellor and
the Assistant Chancellor/Chief of Staff: compose, review, edit, proof and produce
documents and correspondence; design and develop databases, spreadsheets, and reports
as requested; organize and maintain daily working files. Expedite filing and purging of
documents, as appropriate. Establish a system for routing and maintaining reference
materials and publications for regular use.
Arrange travel plans, seek travel advances/reimbursements and reconcile expenditures
with advances. Keep informed on current travel policies.
Initiates and performs follow-up with appropriate central offices on a range of fiscal
issues, including pre-requisitions, direct pays, recharges, duplicating requests, Pro-card
purchases, purchase authorizations and other forms; maintains a working knowledge of
changing policies and procedures; follows up as necessary to ensure timely completion of
forms and payments.
Under the supervision of the Assistant Chancellor/Chief of Staff perform bookkeeping
tasks related to overseeing and managing the budget of the Chancellor’s immediate
office. Manage internal accounting systems and procedures; track unit expenses and
provide status reports.
Provide transportation for Chancellor as needed.
Supervise student interns assigned to the Chancellor’s immediate office.
REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:
• Knowledge and skill in modern office business practices. Proficiency using
common office hardware and software including electronic scheduling, email
management and accounting software. Proficiency using and maintaining
common business machines including modern multi-line phone systems.
• Ability to manage and coordinate complex executive level appointment calendars.
• Demonstrate exemplary service ethic and high professional standards.
Demonstrate initiative and good judgment, discretion in confidential matters.
• Ability to work independently with minimal direction, organize and set priorities,
and accomplish goals under pressure of deadlines. Ability to function in an
environment with frequent interruptions and/or distractions.
• Organizational ability and attention to detail. Ability to develop and maintain
hardcopy and electronic file systems.
• Exceptional communicative ability in verbal and written form. Excellent English
language skills, including spelling, grammar, and composition, and experience in
• Ability to work effectively as a member of a team and establish and maintain
cooperative working relationships with diverse groups of faculty, staff, students,
and community members. Exceptional interpersonal skills.
• Ability to supervise a diverse workforce including students.
• Ability to work occasional weekend and evening hours.
PREFERRED SKILLS, KNOWLEDGE, AND ABILITIES:
• Successful experience providing senior level administrative support in higher
education or equivalent setting.
• Proficiency in a language or languages other than English.
• 2 or 4 years college degree and/ or certificate from vocational program in related
field or equivalent experience.