Administrative Specialist II

3 weeks ago

Dallas, Texas, United States Southern Methodist University Full time
About the Role

This is a confidential staff support role reporting directly to the Chair of the Department of English at Southern Methodist University. The Assistant to the Chair will work collaboratively with the Chair and upper administration to provide comprehensive administrative and financial management.

Key Responsibilities
  • Oversee the Department's budget, reviewing 70 monthly financial reports and working with the Business & Financial Office to reconcile errors and maintain compliance.
  • Manage honoraria and process payments for independent contractors, including writing statements of work and processing reports for donors.
  • Calculate and distribute PhD student scholarships per semester and manage accounts payable for the entire department.
  • Prepare purchase orders and balance procurement card expense reports.
  • Train faculty and PhD students on Concur travel and expense software.
  • Work with the Chair and Directors to establish clear protocols and procedures for financial processes within the department.
Administrative Management
  • Manage departmental operations, strategic planning, and provide oversight of administrative support services.
  • Oversee promotion process and tenure cases, third-year and lecturer reviews.
  • Coordinate entire faculty candidates' 3-day interviews and onboard new hires.
  • Administrative advising to PhD students.
  • Assess, assign, and coordinate annual office relocations or faculty and PhD students.
  • Manage faculty leave requests.
  • Coordinate faculty and PhD seminars and meetings.
  • Interview, hire, and train full-time staff and student employees.
Chair Support & Strategic Initiatives
  • Act as primary point of contact for the Chair's administrative needs.
  • Assist the Chair in preparing for meetings and provide high-level administrative support for departmental initiatives led by the Chair.
  • Manage communications between the Chair and other departments.
  • Provide support in implementing departmental strategic planning, tracking progress on key goals, and coordinating efforts across faculty and staff.
  • Serve as liaison between the Chair and faculty, ensuring effective follow-up on action items and providing regular departmental status updates.
Campus Liaison and Additional Responsibilities
  • Serve as administrative liaison to various campus offices, including Budget & Finance, Accounts Payable, Purchasing, Facilities & Planning, Risk Management, Human Resources, Payroll, Enrollment Services, Financial Aid, and Office of Legal Affairs.
  • Review and approve WebClock entries for direct reports.
  • Ensure compliance with all administrative actions, proactively identifying gaps or issues before they arise.
Requirements
  • A Bachelor's degree is required.
  • A minimum of three (3) years of experience is required, with experience in accounting, payables, receivables, journal entries, and interpreting financial statements.
  • Experience in payroll and budget management is preferred.
  • Experience in logistical and higher-level administrative management and support, university-level administrative support, and university graduate academic program experience is also preferred.
Knowledge, Skills and Abilities
  • Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships with a wide range of constituencies.
  • Must also demonstrate strong written communication skills with the ability to create error-free communication.
  • Candidate must possess strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions.
  • Must also have strong organizational, planning, and time management skills.
  • Candidate should possess a strong understanding of PeopleSoft, Concur, Microsoft Office, Adobe Acrobat Pro, Interfolio, Sitecore, and STABLE.

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