GRADE: 29E

CONTEXT OF THE JOB:

The Department of Business Administration the Alfred Lerner College of Business and Economics conducts research and education in Marketing, Management, Global Business, Operations Management, and Entrepreneurship. There are currently 58 faculty members, 5 majors, and 7 minors. Starting Fall 2026, following a college-wide reorganization, the department will house the Marketing, Management, and Global Business areas, a total of 35 faculty. .

Reporting to the Chair, the Administrative Specialist position in the Department of Business Administration in the Alfred Lerner College of Business and Economics supports the daily operations of the department by answering faculty and student requests, assisting with budgeting, providing financial reporting, completing payment related forms and academic related tasks. 

MAJOR RESPONSIBILITIES:

• Provide financial administration, analysis and projection of expenditures.
• Manage the administrative function of the department including staffing, scheduling, payroll, and HR related forms. Ensure that policies established by the Department Chairperson and the College are implemented and recommend changes as needed. Ensure compliance with university policies and procedures.
• Prepare and manage all supplemental  (s-contract) faculty and adjuncts payments.
• Arrange internal and external meetings and appointments for faculty members by scheduling times, reserving rooms, and coordinating activities using sound judgment concerning priorities and time limits.
• Assist with travel arrangements (hotel reservations as well as transportation to and from destinations) and reimbursements for department visitors.
• Support faculty with Concur.
• Submit time reports and adjusted time sheets as needed for misc. wage and student workers.
• Coordinate and assist faculty assigned as advisors to clubs. Support student club events and travel.
• Prepare information for the faculty appraisal, planning process, and promotions.
• Coordinate travel arrangements for guest speakers for seminars and classes as well as visiting job candidates.
• Serve as department liaison for records retention, establishes and organizes records maintenance and office filing systems, including confidential personnel and budget information.
• Assist the Chair with assignment of office and desk space, including the behavioral lab. Managing inventory and asset tags.
• Manage maintenance for department space and equipment.
• Attend and record minutes for department faculty meetings. Serve as backup during the absence of other faculty support staff members.
• Perform other job-related duties as assigned.

 QUALIFICATIONS:

• Bachelor's degree and three years of relevant experience, or equivalent combination of education and experience.
• Financial and budget planning experience.
• Ability to manage a wide variety of administrative tasks and processes with attention to detail.
• Effective organizational skills, and the ability to initiate and implement problem solving strategies.
• Ability to use advanced techniques in word processing, spreadsheet analysis, database management, presentation software, PeopleSoft and Cognos reporting and queries, and UDSIS.
• Effective analytical and technical skills, including the use of financial management systems, relational databases, spreadsheets, and word-processing software programs. Ability to generate ad-hoc reports that are meaningful and understandable.
• Effective communication skills.
• Familiarity with University programs is strongly preferred.
• Ability to work independently and manage deadlines.
• Ability to edit the content, structure, and format of a range of written material.
• Ability to interpret, adapt and apply guidelines and procedures.
• Ability to plan, organize, implement, evaluate, and modify administrative support needs.
• Ability to make sound administrative/procedural decisions and judgments.
• Commitment to, and experience with, cultivating a supportive environment of belonging.