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Administrative Support Specialist

2 months ago

Erie, Pennsylvania, United States Gannon University Full time

Position Overview

: The Student Development and Engagement/Residence Life Administrative Support Specialist is essential to the Student Development and Engagement Team, facilitating office functions and contributing to campus initiatives. This role requires meticulous attention to detail and a willingness to learn about administrative protocols, university housing regulations, and the characteristics of residential facilities.

Core Responsibilities
  • Office Management: The Administrative Support Specialist will oversee daily office functions, including providing reception services to visitors, managing inquiries, and assisting office patrons. This position necessitates strong communication abilities to share information, address concerns, and respond to requests.
  • Team Collaboration: The Administrative Support Specialist is expected to work harmoniously with fellow team members, aiding in the effective management of student housing transitions.
  • Event Coordination & Routine Duties: The Administrative Support Specialist will assist with special events and office activities, as well as perform assigned routine tasks. Responsibilities will include alternating roles at the reception desk, handling phone calls, and greeting visitors.
  • Mission Advocacy: The Administrative Support Specialist must actively support and promote the University's inclusive mission and demonstrate a commitment to serving its diverse student body.

Performance and Feedback

Supervisors will engage with the Administrative Support Specialist to review job expectations, set objectives, and outline performance standards. Regular meetings will be scheduled to assess progress, performance, skill enhancement, and information sharing. Continuous evaluation and feedback will be provided, with specific meetings to address any behavioral concerns as necessary.


Confidentiality and Professionalism

The Administrative Support Specialist is expected to have a solid understanding of office etiquette, maintain strict confidentiality, and will be required to sign a confidentiality agreement.


Interaction with Others

The Administrative Support Specialist will interact with administrators, faculty, staff, parents, students, and guests both in person and via telephone. Additionally, the Administrative Support Specialist may engage with the public, responding to inquiries in a professional and courteous manner.


Required Qualifications
  • Ability to accept supervision, handle constructive feedback, follow directions, work under pressure, and collaborate effectively as part of a team.
  • Strong critical thinking, initiative, public relations, and customer service skills.
  • Proficiency in verbal and written communication, organization, basic math, and data entry into records and spreadsheets.
  • Capability to navigate stairs regularly, including during emergencies.

The Administrative Support Specialist must adhere to the Gannon University Institutional Policy Manual and be knowledgeable about University policies. This role is secondary to academic commitments, and any additional responsibilities require supervisor approval.


Essential Job Functions
  • Housing Responsibilities: Assist with maintaining key logs, preparing key packets, and ensuring smooth transitions during various housing processes.
  • Main Office Duties: Monitor and respond to office communications, gain knowledge of relevant software, report maintenance or safety issues, attend staff meetings, and communicate departmental needs.

Physical Demands

Must be able to operate effectively in a busy office environment and uphold the mission of the University. Some light lifting, up to 30 pounds, may be required.