Administrative Specialist III

Requisition Number: S02035P

Position Category: Staff

Hours Per Week: 40

Months Per Year: 12

Alternate Work Schedule:

Pay Grade: N25

Salary:

FLSA: Non-Exempt

Job Summary/Basic Function:

Position facilitates the workings of the Alumni Relations department and performs specialized and general administrative duties. Responsible for hourly employees. Oversee Lindquist Alumni Center house management including facilities scheduling requests, set up, billing, and should be available during events. Follow up on Lindquist Alumni Center work orders. Financial responsibilities include reconciling p-cards, reallocation of p-card expenses, purchasing equipment. Required to know and teach specific computer software applications to hourly employees. Has access to cost codes and sensitive information including files, legal documents, financial data, and other proprietary data records. Maintain and update aspects of the alumni website, create an event, and other forms in a data system. Prepare cash reports and work with Accounting Services to research and resolve questions. Assist with management of the WSUAA Board of Directors, maintain records, and keep the board organized.

Some of the duties and responsibilities of the position include the following: 

• Create digital documents for scheduling contracts. Create the automatic transfers for on-campus meetings, conferences, seminars, etc.(requires scanning the contract to yourself and then attaching the scanned document to the electronic transfer)

• Create funds transfers, to be sent to departments on campus for events or purchases using cost codes. Generate funds transfers to correct errors in Alumni Association cost codes

• Create purchase requisitions

• Be proficient in purchasing software for: Mileage reimbursements, Petty cash reimbursements, stipends, honorarium, and performance payments.

• Serve as the Area Access Manager.

• Manage the house and all the physical and scheduling needs of the building. Giving tours of the building for prospective rentals. Create work orders for maintenance of building.

• Answering phone calls and greeting people interested in renting the Alumni Center.

Required Qualifications:

Required: 

• High School diploma or the equivalent

• Three years of related administrative support experience

• Experience with computer applications including word processing, spreadsheets and cloud based tools such as Google Drive

Preferred Qualifications:

Preferred: 

• Ability to learn new software platforms that support scheduling, websites, event registration, payment processes for daily financial transactions and gift processing

• Customer service skills

• Organization and leadership skills, attention to detail and maintain data sensitivity

• Ability to train and mentor student employees and hourly assistants

• Ability to work with students, faculty, staff, alumni, and community members

Background Check? Yes

Benefits Summary:

WSU offers a generous benefits package that includes medical, dental, long-term disability, life insurance, retirement, a wellness program with release time and paid incentives, tuition benefits, free tickets to athletic and performing arts events, and paid holidays, vacation, and sick leave.

Job Open Date: 03/25/2025

Review Date: 04/04/2025

Job Close Date:

Open Until Filled: Yes

Notes to Applicant:

If you are passionate about what you could offer and accomplish here at WSU , we would love to hear from you. The annual salary for this position starts at $38,500 and may go up from there depending on candidate qualifications. The position comes with a generous https://www.weber.edu/wsuimages/benefits/Benefits-Information/Non-Exempt-Benefits-2024-25.pdf.

To apply, please complete the online application and attach a cover letter, current resume, and the names and contact information for three professional references.

For qualification determination, your application and/or resume must address the required and preferred qualifications and must contain average number of hours worked per week and the dates of employment (i.e., month/year to month/year or month/year to present). If your resume does not contain this information, your application may be considered incomplete.

Screening of applications will begin April 4, 2025. Position will remain open until filled.

Criminal background check required as a condition of employment. 

Physical Activity of this position: Extending hand(s) and arm(s) in any direction., Moving about to accomplish tasks, particularly for long distances or moving from one work site to another., Lifting. Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles. , Operate, activate, use, prepare, inspect, place, detect, or position. , Expressing or exchanging ideas. Those activities in which they must convey detailed or important instructions to other workers accurately or quickly. , Ability to receive detailed information with or without assistance., Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.

Physical Requirements of this position: Light work. Exerting up to 20 lbs of force occasionally and/or up to 10 lbs of force frequently and/or a negligible amount of force constantly to move objects. Use of arm and/or leg controls exerting forces greater than that for sedentary work.

Visual Acuity Requirements including color, depth perception and field of vision: Required to perform activities such as preparing and analyzing data and figures; transcribing; using a computer terminal; extensive reading.

The conditions the worker will be subject to in this position: None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

To apply, visit https://apptrkr.com/6104325

Weber State University is an Equal Opportunity Employer committed to creating an inclusive environment by welcoming all individuals, including culturally diverse staff, faculty, and student body. WSU values every individual by embracing all identities through the promotion of belonging, creativity, and uniqueness. We strive to create environments which are welcoming, inclusive, and equitable for all. All qualified applicants will receive consideration for employment without regard to protected categories, such as disability, sex, sexual orientation, gender identity, race, religion, national origin, veterans status, or others, as required by law and university policy (see Weber State University's Policy and Procedure Manual 3-32).

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