Senior Administrative Specialist Job Description
Senior Administrative Specialist Duties & Responsibilities
To write an effective senior administrative specialist job description, begin by listing detailed duties, responsibilities and expectations. We have included senior administrative specialist job description templates that you can modify and use.
Sample responsibilities for this position include:
Senior Administrative Specialist Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Senior Administrative Specialist
List any licenses or certifications required by the position: J2, APTF, DTS
Education for Senior Administrative Specialist
Typically a job would require a certain level of education.
Employers hiring for the senior administrative specialist job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Supervision, Faculty, Associates, Patient Care, Medical, Medicine, Sciences, Graduate School, Religion
Skills for Senior Administrative Specialist
Desired skills for senior administrative specialist include:
Desired experience for senior administrative specialist includes:
Senior Administrative Specialist Examples
Senior Administrative Specialist Job Description
- Establishing and maintaining file structure
- Coordination of the SOW process
- Coordinating and scheduling activities between departments and/or outside parties
- Assisting with formatting of commercial plans and departmental SOPs
- Maintaining timelines and monitoring budget
- Print and process all transcript orders on a daily basis, ensuring that all orders meet the published delivery deadlines
- Communicate and collaborate with other departments and divisions to resolve discrepancies reported on the transcript
- Review incoming orders through the third party vendor "Credentials, Inc"
- Uphold and enforce university policy related to the release of transcripts
- Respond to all inquiries from staff, faculty, vendor, and general public regards transcripts via phone and e-mail including the reg@csueastbay.edu e-mail account
- Experience with automated financial systems, complex spreadsheets, databases, and database query tools
- Knowledge of budget guidelines and general accounting principles
- Ability to interpret and integrate complex data and information
- Strong organizational and time management skills and ability to prioritize, multi-task, and meet overlapping deadlines
- Proficiency in using standard office software packages
- High school diploma or equivalent, technical certification preferred
Senior Administrative Specialist Job Description
- May develop, maintain and/or disseminate departmental or functional specific policies and procedures
- Creates a wide variety of documents (often complex) such as reports, spreadsheets, presentations that require expert knowledge of several software programs
- Interface with personnel to coordinate meetings, maintain logs, records and files
- Provide assistance to assigned staff with travel coordination support and submission of travel expense reports
- Provide on-boarding/off-boarding support for assigned staff
- Provide purchasing support to ATS organization
- Provide logistics support to organization (i.e., coordinating facility related issues, maintaining office supplies for assigned personnel)
- Maintain visitor/access control within facility (i.e., receive visitors, issuing of visitor access badges, ) following proper security procedures
- May oversee the activities of other nonexempt personnel
- Manage a complicated and ever-changing calendar and meeting schedules
- Experience in conducting small surveys is helpful
- Ability to function independently and with groups of diverse individuals
- Minimum ten (10) years administrative experience with a minimum of one (1) year supporting senior level personnel
- Exposure to/or experience with the pharmaceutical industry is a plus, but not required
- General knowledge or the ability to quickly acquire such knowledge of the policies, procedures, and practices of the job's major functions
- General knowledge of FERPA and national practices and procedures to ensure compliance
Senior Administrative Specialist Job Description
- Track and Manage Purchase Orders (PO)
- Arrange payment requests creation (E-Payables)
- Ensure General Ledger coding and invoice payment process (E-Payables)
- Arrange and track HCP/HCO payments
- Monitor payments and follow up with internal teams
- Ensure that vendors SAP data is up to date
- Track payments, bank accounts and ensure communication with vendors
- Ensure communication with ABS-AP and payment teams
- Maintain compliance with T&E company polices
- Provide assistance in preparation of PR/PO based accruals during closing process
- Ability to interpret policies in University Catalog
- Ability to establish work priorities and to develop and meet timelines in order to achieve management objectives and goals
- Ability to establish and maintain cooperative working relationships with students, staff, faculty, and administrators
- Ability to learn and use PeopleSoft at an advanced level
- 2-3 years experience in Enrollment Management or educational records functions
- Able to apply a systematic approach to action items and deadlines
Senior Administrative Specialist Job Description
- Cooperate proactively with country/regional commercial assistants
- Provide support to ad-hoc projects within the given responsibility
- Individual is also primary point of contact for the work area and coordinates the involvement in company-wide functions such as blood drive, flu shot, wellness programs
- Collaborates with management by coordinating and maintaining daily schedule
- Perform daily secretarial duties---travel arrangements, conference arrangements answering and directing incoming calls, opening and sorting incoming mails, filing
- Intimate interaction with relevant department heads, their assistants and clients
- Demonstrates ability to initiate change and continuous improvement
- Maintain and updates various membership
- Manage meeting scheduling and preparation (agendas, presentations, logistics)
- Design and Build - Assist with document creation
- Proficiency with Microsoft Office Suite (Excel, Powerpoint, Word, Outlook)
- Prior working knowledge of Department of Defense Contracts / documentation, and/or FARs/DFARs highly preferred
- Knowledge of security specific systems
- Experience in access control
- Experience performing adjudicative support ? Expertise in eliciting information
- Supervisory approval required prior to submitting a JOBS Interest Form
Senior Administrative Specialist Job Description
- Test - Assist with scheduling and timelines
- Implement - Schedule implementation dates
- Uses software applications
- Receive, greet and properly log incoming visitors in a professional manner
- Perform administrative functions such as ordering department supplies, coordinating equipment repair, making department staff travel arrangements, process expenses, accounts payable forms
- Code and input invoices in the Open Invoice program/DO2
- Generate/update informational reports using Microsoft Excel, Word, and Power Point Presentation programs
- Maintain reports with receipts for all employees
- Acquire security badges for all employees and full time contractors at the field location
- Request, assign, and track all laptops at the field location
- Must be able to obtain and maintain PAT unescorted access at the site
- 1-3 years of experience in a similar function within an international environment
- Results driven, proactive, entrepreneurial, interactive, independent
- ERP, Enterprise Resource Planning skills and SAP experience is highly desirable
- Reliable, accountable, resilient, high sense of ethics
- Team player enjoying working in an international team