Administrative Services Specialist II

Description of Job Duty:

Essential Functions:

1. Executive Office Operations & Administrative Liaison (40%):

• Manage the Dean’s calendar, prioritizing meeting requests, summary materials, and communications.
• Draft, edit, and manage high-level correspondence, including meeting agendas and summaries for the COB Executive Committee, the Dean’s Advisory Board and other constituency groups.
• Serve as the central operational link within the Dean’s Office, coordinating workflows and logistics. Process travel authorizations, file expense reports, and manage office purchasing including supplies for Dean’s Office.
• Coordinate the COB senior exit exams.
• Oversee the daily front-office environment, ensuring a welcoming and professional experience for students, faculty, staff, and guests.

2. Comprehensive Event Management & External Relations (30%):

• Coordinate the planning, logistics, and execution of all signature college events, including the faculty retreat, student scholarship celebrations, annual celebration/speaker series, graduation celebrations, faculty & staff awards, etc.
• Manage venue procurement, food purchasing, and catering.
• Collaborate with the Marketing Manager to align event themes, registration pipelines, and campus and public relations. 
• Serve as Dean’s liaison to the COB Advisory Board and other organizations. Serve as the primary hospitality intermediary for visiting business executives, donors, and guest speakers.

3. Student Employee Supervision & Project Support (15%):

• Recruit, onboard, train, schedule, and evaluate student assistants and federal work-study employees assigned to the Dean’s Office.
• Establish front-desk performance standards and delegate daily tasks to maintain a highly professional office.
• Supervise and guide student employees on special projects supporting college operations.
• Coordinate the deployment of student employee hours to assist Dean’s Office staff on creative, promotional, and digital content tasks.

4. Facilities Management, Access Control, and Building Coordination (15%):

• Serve as the official Building Coordinator for the college's physical facilities, acting as the primary liaison to central Facilities Management for work orders, repairs, and spatial upgrades while keeping the Associate Dean informed.
• Manage building key control and digital access, process authorizations, and track/control access to faculty, staff, and graduate spaces.
• Oversee facility safety compliance, maintain building emergency preparedness protocols, and serve as the primary building contact during unexpected utility disruptions or emergencies.
• Assist with faculty and staff office assignments.

Physical Demands:

Work Hours:

Minimum Qualifications:

Preferred Qualifications: