Job Description

Position Summary:

The Administrative Specialist III is responsible for researching and preparing special reports, examining, and verifying documents, and performing general office duties. Exhibits professionalism in the work environment.

Duties & Responsibilities:

Greet incoming individuals and answer telephone, directing inquiries to the appropriate person.
Manage all office correspondence including all incoming and outgoing mail and e-mail directed to and from the Biological Sciences Department, faculty, and graduate students.
Maintain calendar for Chair of Biological Sciences Department.
Take notes at faculty meetings.
Advertise and schedule departmental events.
Coordinate academic and co-curricular activities within the department.
Prepare faculty and graduate student phone and e-mail lists.
Assist graduate students and direct student inquiries to the appropriate faculty or staff member.
Assist with tracking Graduate Student DocuSign forms and their progress within their program.
Coordinate on-campus interviews of prospective faculty.
Concur Travel – Faculty, Students, and Guest of A-State
Work with Department Business Coordinator to make sure budget resources are available.
Prepare Travel Authorization through Concur Travel.
Use Department Travel Card to make travel reservations (airline, hotel, registration, secure vehicle safety for all drivers using department vehicles or rental car). Prepare 14-Day Advance travel memo if required.
Work with faculty to make travel arrangements for Biology Seminar speakers and faculty candidates as required.
Prepare Travel Expense Reports through Concur Travel on behalf of travelers, reallocate charges to appropriate account(s) as necessary. Note: Travel expense reports should be processed within 10 days of return.
Track and prepare Admin. Specialist III P-Card report for office and miscellaneous supplies bought for the office of Biological Sciences. Work with Department Business Coordinator
if questions concerning reallocation budget for charges.
Maintain the Department copier; assist faculty with any copier-related issues; and make copies as needed.
Maintain a log of all sensitive and non-sensitive documents leaving department for additional signatures. For example, Volunteer Memorandum of Understanding for Biological Sciences,
Travel Memos, Vehicle Safety Program form (VSP).
Point person for reserving Department Fleet Vehicles, upkeep of Vehicle Checklist, Tags, Insurance, and Wex Card for Vehicles. Also responsible for initiating Vehicle Safety Program Form for faculty/graduate students that will be using Department Fleet Vehicles. Responsible for scheduling vehicle maintenance with Facilities/Motor Pool.
Process Work Orders as needed on behalf of the department.
Update and maintain department website and recruitment pamphlets, degree/major checklists.
Liaison with Information & Technology Services for IT issues.
Authority for signing and distributing documents from Access and Accommodation Services to the appropriate faculty.
Other duties as assigned.
Knowledge/Skills/Abilities:

Knowledge of record keeping procedures, the principles and practices of mathematics and basic data analysis, work-related subject area, computer, and software applications.

Ability to plan and organize. Ability to interpret and apply policy and procedures involving Travel, P-Card, and Graduate Student Policies.

Ability to conduct research and compile data into report form, establish and maintain filing systems, operate standard office equipment, and ability to research and analyze related work program information.