Southern Methodist University · 1 week ago

Administrative Specialist I

Dallas, TX

Full-time

Onsite

Entry Level

$50K/yr - $51K/yr

2+ years exp

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Responsibilities

Department wide assistance: Answer phone, bank deposits, building maintenance, issue keys, greet visitors to department or to Psychology Clinic. Inventory of computers and equipment, IT tickets for service, maintain photocopiers, permissions to servers, Box; pick-up and distribute mail. Provide assistance for events (grad student recruiting, graduation), purchases from Staples and room scheduling.

Psychology Clinic Administration: Assist clinic director as needed, answer phone calls for the clinic, greet clients on their arrival, provide paid invoices if requested. Record and process payments to clinic, schedule new clients on the waitlist, deposit funds to bank, and distribute consent and intake paperwork to new clients.

Assist Chair, Directors of Graduate Studies and Undergraduate Studies: Graduate program records and administrative support, assist in job search (acknowledgement emails, uploaded to Box), provide help on an as-need basis. Take minutes at faculty meetings, create department newsletter, post news on department's social media accounts and update department's website.

Assist Faculty: Email announcements, schedule meetings, rooms, process payment requests, proctor make-up exam days, complete onboarding paperwork/forms for new faculty hires, and schedule and manage travel and accommodations for faculty interview candidates (itineraries, flight booking, hotel booking, transportation).

Assist Undergraduate and Graduate students: Employment/background check forms, permissions to enroll in classes, prepare for graduation, print posters, and process thesis, dissertation reports and other student records.

Course Scheduling and SONA: Enter schedule of classes every semester (Undergraduate and Graduate) into my.SMU - assign classrooms, manage enrollment waitlists. Provide administrative and technical support for Psychology SONA subject pool - open/close the system at the beginning/end of every semester.

Occasional evening/weekends hours may be required for special events.

Qualification

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Administrative Support ExperienceMicrosoft Office ProficiencyInterpersonal CommunicationVerbal CommunicationWritten CommunicationProblem-SolvingOrganizational SkillsPlanning SkillsTime ManagementUniversity ExperienceHigher Education KnowledgeSitecore FamiliarityPeoplesoft FamiliarityExperience Combination