Administrative Specialist

SUMMARY :

The Office of the Executive Vice President and Provost at the University of Richmond is seeking an Administrative Specialist to join their team. The incumbent will actively manage the calendar of one or more senior staff members, anticipating needs and conflicts, scheduling appointments, and preparing background materials and logistics for in-person, online, and hybrid meetings and events, which could include logistical arrangements such as booking venues and catering, as well as overseeing on-site needs. This role also involves responding to messages and maintaining confidentiality while fostering strong relationships with colleagues across the university. Additionally, the Administrative Specialist may be responsible for organizing business travel. The Administrative Specialist may also draft communications, initiate and reconcile financial transactions, conduct basic research, and provide support for team members as needed.

The successful candidate will be responsible for a wide range of activities in support of the Office of the Executive Vice President and Provost, and flexibility is a key competency; not every day will be the same. This role requires a proactive approach to problem-solving, ensuring timely responses to requests from faculty, staff, and students. The Office of the Executive Vice President and Provost play a vital role in leading initiatives that enhance the academic experience at the University of Richmond. The Administrative Specialist will contribute to these efforts by supporting various areas across the Division of Academic Affairs.

JOB DUTIES / RESPONSIBILITIES

Operational Responsibilities :

Actively manage one or more executive / senior staff member's calendar(s), anticipating needs and conflicts, scheduling appointments, and preparing background materials.

Oversee planning of in-person, online, and hybrid meetings and events, including scheduling and making reservations; creating program agendas / schedules; arranging catering; operating within budget; creating, preparing & sending invitations; tracking and following up with RSVP's; maintaining files on processes, tracking budgets and expenses associated with each event; and attending events, if needed to ensure smooth operations.

Arrange business travel, including making reservations, preparing itineraries, and processing reimbursements.

Provide meeting support by coordinating calendars, preparing materials, and taking minutes.

Transactional Responsibilities :

Initiate financial transactions such as purchasing and processing expense reports and stipend and wage payments.

Project-Based Responsibilities :

Provide administrative support for academic program reviews and faculty tenure and promotion processes.

Conduct basic research, such as policy research or peer benchmarking, and write briefs to summarize findings.

General Responsibilities :

Represent the office to visitors or callers, triage needs and ensuring timely action on requests.

Support other members of the administrative team by filling in during absences.

Support Divisional communications, such as a regular newsletter or updating area websites and social media platforms.

Regularly monitor email, escalating, delegating, or responding to messages as appropriate while maintaining confidentiality.

Maintain organized paper and electronic documents for retention and retrieval with appropriate confidentiality.

Other duties as assigned.

QUALIFICATIONS :

Flexibility to focus on different tasks day-to-day

Strong interpersonal skills, ability to work effectively in a collaborative, group environment

Proficiency using Microsoft Office applications and ability and willingness to learn additional technologies

Ability to work with minimal supervision

Discretion in handling confidential information

Excellent customer service skills to professionally represent the Office of the Executive Vice President and Provost to faculty, staff, and students across the University

EDUCATION & EXPERIENCE :

We welcome applicants with diverse backgrounds and unconventional career paths. If your education and experience do not exactly match the below criteria, but you're excited about the role and think you could thrive here, we'd love to hear from you.

A bachelor's degree : significant relevant experience may be considered in lieu of a degree

A minimum of three years' experience in an administrative role; preference for candidates with at least five years of experience

Work in a university environment preferred

WORKING CONDITIONS / PHYSICAL EFFORT :

Limited physical effort required. Ability to lift, carry 25 pounds

Work is normally performed in a typical interior / office work environment

WORK HOURS :

Full-Time; Non-exempt

Monday - Friday, 8 : 30AM-5 : 00PM; 7.75 hrs. / day; 38.75 hrs. / week

SALARY STUCTURE :

Pay Grade 5 (Hiring range $19.72 to $26.13 per hour)