Administrative Specialist I
Southern Methodist University Inc

Job Info

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Description

Salary Range:

Salary commensurate with experience and qualifications

About SMU

SMU's more than 12,000 diverse, high-achieving students come from all 50 states and over 80 countries to take advantage of the University's small classes, meaningful research opportunities, leadership development, community service, international study and innovative programs.

SMU serves approximately 7,000 undergraduates and 5,000 graduate students through eight degree-granting schools: Dedman College of Humanities and Sciences, Cox School of Business, Lyle School of Engineering, Meadows School of the Arts, Simmons School of Education and Human Development, Dedman School of Law, Perkins School of Theology and Moody School of Graduate and Advanced Studies.

SMU is data driven, and its powerful supercomputing ecosystem - paired with entrepreneurial drive - creates an unrivaled environment for the University to deliver research excellence.

Now in its second century of achievement, SMU is recognized for the ways it supports students, faculty and alumni as they become ethical, enterprising leaders in their professions and communities. SMU's relationship with Dallas - the dynamic center of one of the nation's fastest-growing regions - offers unique learning, research, social and career opportunities that provide a launch pad for global impact.

SMU is nonsectarian in its teaching and committed to academic freedom and open inquiry.

About the Department:

The Department of Mathematics has 25 full-time faculty, including 21 tenured and tenure track faculty and four lecturers . The department offers both undergraduate and graduate degrees with research conducted in applied and computational mathematics.

About the Position:

This role is an on-campus, in-person position.

In collaboration with the Department Chair, the Administrative Specialist manages the day-to-day operations of the Department of Mathematics. The Administrative Specialist is responsible for all general administrative support functions for the Department of Mathematics, including, but not limited to: oversight of all graduate and undergraduate programs; management and tracking of all faculty and graduate students; assistance with undergraduate advising; student recruitment; and website maintenance. Additionally, the Administrative Specialist initiates financial transactions related to the ongoing business of the department and is responsible for the appropriateness and accuracy of those transactions, as well as tracking of active accounts related to the department's and Mathematics faculty operations.

Essential Functions:

• Academic Affairs: assigns student advisors, enrollment requests, course enrollment oversight, exam proctoring, student petition processing, report course proposals/academic program changes, undergraduate/graduate catalogue revisions. Assures departmental compliance with University and/or College procedures.
  
• Administrative: Chair and faculty support, including but not limited to, appointment/meeting scheduling, schedule of classes, office assignments and directory updates, maintain faculty course evaluations, mail processing for faculty, place/track faculty book orders and desk/exam copies for faculty, website management/maintenance, and mailing list maintenance.
  
• Office management: including but not limited to, supply oversight/procurement, including office equipment, facilities and maintenance requests and/or notifications, order keys and facilitate check in and out of same, emergency management and evacuation of building, screen calls for the chair.
  
• Personnel management: including but not limited to, faculty, staff and student hiring paperwork, collection, dissemination and management of applicant materials and campus visits, WebClock approvals for direct reports, personnel file maintenance including faculty reviews, payroll authorization processing, collect/submit annual payroll schedule election forms, HR new employee set-up.
  
• Financial: including but not limited to, entering requisitions, ordering goods and services, entering expense reports, booking travel, monitors departmental and faculty budgets, entering procurement card reports, time entry approval, and specialized external reporting, graduate student insurance enrollment coordination, graduate student financial aid and tuition allocation, undergraduate student departmental honor awards and departmental scholarships.
  
• Event coordination: Event and program planning, including but not limited to, procurement of catering, venue, guest relations, for departmental and college events, newsletters, departmental clubs and societies, program brochure updates, planning and execution of Mathematics diploma ceremony, as well as other duties and projects.
  
• Serves on various Dedman College shared services committees.
  

Qualifications

Education and Experience:

A High school diploma or equivalent is required. A Bachelor's degree is preferred.

A minimum of four (4) years of experience is required. Prior experience providing administrative assistance is required. Experience working in an academic setting is preferred.

An equivalent combination of education and experience, may be considered.

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.

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 must be proficient in Microsoft Word, Excel and PowerPoint.

Candidate familiarity with mail merge, Concur, Filemaker Pro, Canvas, MS Sharepoint, Sitecore, Adobe Acrobat Professional and Adobe Photoshop is preferred.

Physical and Environmental Demands:

• Sit for long periods of time
• Bend, squat, stand
• Push/pull
• Carry/lift over 25-50 lbs.

Deadline to Apply:

Priority consideration may be given to submissions received by November 8, 2024.

This position is open until filled.

EEO Statement:

SMU will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. The Executive Director for Access and Equity/Title IX Coordinator is designated to handle inquiries regarding nondiscrimination policies and may be reached at the Perkins Administration Building, Room 204, 6425 Boaz Lane, Dallas, TX 75205, 214-768-3601, accessequity@smu.edu.

Benefits:

SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.

SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU.

The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.

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