Senior Administrative Specialist: Klein

4 days ago

Philadelphia, Pennsylvania, United States Temple University Full time
Job Summary

The Senior Administrative Specialist (Office Manager) in Klein College of Media and Communication's CSI department is responsible for providing exceptional support to the department's students and faculty. This role involves maintaining a smooth operation of the department's academic office, working closely with the Department Chair, Assistant Chairs, and Sequence Heads. The successful candidate will be the first point of contact for faculty, staff, students, and visitors, responding to routine inquiries and providing administrative support as needed.

Key Responsibilities
  • Greets faculty, staff, students, and visitors while responding to routine inquiries.
  • Maintains undergraduate files and organizes departmental records.
  • Answers telephones, screens calls, and takes messages.
  • Handles department seminar announcements and sends notifications to the KLN listserv.
  • Arranges speakers' travel and hotel arrangements.
  • Schedules courses and processes express mailings.
  • Submits requests to facilities management and outside contractors for building emergencies.
  • Processes department work order requests and orders stationery supplies.
  • Processes building access forms for faculty, staff, and graduate students.
  • Hires and supervises student workers, preparing job requisitions, reviewing applications, interviewing, and selecting students, and processing final hiring paperwork.
  • Manages departmental budget expenditures.
  • Assists in processing travel and expense reports for faculty and guests.
  • Assists graduate and undergraduate students in registering for classes by handling special course approval forms and resolving student problems concerning course registration, course overload, and closed sections.
  • Answers questions from faculty regarding enrollment and class lists.
  • Serves as liaison for faculty, adjuncts, students, visitors, and guests.
  • Assists with the distribution of departmental scholarships for students.
  • Creates requisitions, collects required documents, and prints out appointment letters for Adjunct Professors.
  • Processes parking for adjunct faculty members.
Requirements
  • At least three years of related administrative experience, preferably in a higher education environment.
  • An equivalent combination of education and experience may be considered.

Temple University is committed to a policy of equal opportunity for all in every aspect of its operations, including employment, service, and educational programs. The University has pledged not to discriminate on the basis of age, color, disability, marital status, national origin or ethnic origin, race, religion, sex (including pregnancy), sexual orientation, gender identity, genetic information, or veteran status.

In the performance of their functions as detailed in the position description, employees have an obligation to avoid ethical, legal, financial, and other conflicts of interest to ensure that their actions and outside activities do not conflict with their primary employment responsibilities at the institution. Employees are also expected to understand and be in compliance with applicable laws, University, and employment policies and regulations, including NCAA regulations for areas and departments which their essential functions cause them to interact.

Temple University's Annual Security and Fire Safety Report contains statistics, policies, and procedures related to campus safety. You may request a copy of the report by contacting Temple University's Campus Safety Services.

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