The School of Applied Health Sciences and Wellness in the College of Health Sciences and Professions at Ohio University seeks applicants for the position of Administrative Specialist.

Department Specific Description:
Office Administration – Acts as office manager for the School of Applied Health Sciences and Wellness. Interprets and ensures compliance of School, College and University policies and procedures. Represents office as administrative liaison to College internal contacts and other University departments. Acts as first point of contact for internal/external customers, i.e. students, parents, professional organizations, vendors, etc. via telephone/videoconference, email and in person. Orders all office supplies, equipment and forms. Schedules conference/meeting rooms. Prepares and edits original forms used by the School. Attends School and Division meetings (as requested), taking of minutes and distributing to appropriate personnel. Prepares/maintains/updates all School administrative and personnel files, including but not limited to offer letters, promotion letters, AFPE documents and course syllabi. Assists with faculty searches. Assists Division Directors daily as needed and on special projects such as curricular mapping and accreditation review. Assists with scholarship and awards processes. Hires, trains, and supervises all student office employees. Assists the School Director with the day-to-day and strategic operation of the School. Assists Program Directors of accredited programs with accreditation site visit logistics and scheduling and general accreditation document management.

Budget – Prepares/monitors budget, maintains accountability for budget expenditures and income by auditing monthly reports and tracking accounts. Works directly with School Director in preparing and controlling budget. Provides reports to the School Director and Division Directors when requested. Generates, prepares, and maintains fiscal documents, and authorizes payments of office expenses. Works directly with faculty and School Director with processing orders and transactions for School and Atrium Cafe. Develops and maintains databases for shadowing accounts with multiple users. Assists faculty with entry of Purchasing Card and travel transactions in Concur database system. Assists students who have earned monetary awards with managing their budgets/processing transactions and reimbursements. Assists faculty with equipment and supply purchases, including BobcatBuy. Assists Division Directors of accredited programs with program budget information and payment of accreditation fees. Reconciles any budget discrepancies with the College Director of Finance. Payroll and Contracts – Enters/terminates all School student employees into Workforce database. Views and approves all front office student employee timesheets in Workforce. Processes contracts for part-time administrative/faculty employees through Oracle Employee Management System.

Graduate Programs – Processes graduate appointments in Oracle Business Online system. Prepares correspondence for letters of admission and graduate appointment offers as needed.

Class Scheduling – Initiates and facilitates process with Division Directors or their appointees in preparing the information necessary to enter and update the class schedule into the PeopleSoft and Astra database systems each semester. Clearly communicates deadlines for scheduling to all involved parties. Makes necessary changes, additions, and cancellations per faculty requests. Must have ability to synthesize multiple pieces of complex information to enter and update the class schedule, which includes lecture with multi-laboratory combinations in courses that are cross-listed with other University departments.

General Description:
Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.

Job Responsibilities:

• May supervise or oversee the work of Technical & Administrative Support staff and/or student employees.
• Resolves complex and unique problems that require an ability to interpret established policies and procedures.
• Oversees department unit administrative processes.
• Coordinates complex processes and initiatives such as grant proposals, contracts /or complex academic processes such as tenure case approvals, faculty searches, complicated course scheduling or sensitive graduate application processes.
• Plans and implements projects, special events, and/or programs that require a high level of coordination with multiple constituents and departments.
• Composes and edits internal and external correspondence and documents, including such things as manuscript submissions for scientific journals.
• Manages academic courses and textbook information. Plans and maintains website as well as other department publications.
• Prepares and monitors internal budget and other financial documents for a departmental work unit. Recommends purchases. Reviews and follows up on discrepancies in standard expenditures.