Administrative Officer

Job Function Description

Incumbent is responsible for managing the complex coordination of administrative services for our client's Nutrition Education programs. Administrative services include activities in finance and human resources and may also include IT, facilities and reporting. General management activities include long and short-range strategic planning. Significantly, this position will support complex hiring activity for a matrixed organization in coordination with local programmatic departments, Human Resources, Business Operations, IT and central programmatic departments.

Generic Scope

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

Custom Scope

Uses skills as a seasoned and experienced administrative operation professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher-level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Essential Functions

Closely coordinate with hiring departments and Human Resources on ongoing and newly created vacancies.

- Develop organizational strategies & guide staffing plans to ensure staffing needs are met & HR actions are conducted according to policy and regulatory and legal requirements.

- Oversee and provide administrative support to personnel activities including recruitments, reclassifications, and equities.

- Develop & update staff position descriptions in coordination with hiring departments; seek diverse candidate pools for recruitments; serve on interview panels.

- Advise director on personnel issues, in consultation with HR.

- Guide staff in finding opportunities for further training & development as needed.

- Nurture a supportive team culture, demonstrating core values of respect, accountability, and compassion.

QUALIFICATIONS

Bachelor's degree in related area and / or equivalent experience / training

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for personnel management.

• Knowledge and application of personnel/payroll practices, business agreements, procurement, organizational policies and procedures.

Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.

• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

• Solid knowledge of common University-specific computer application programs.

• Ability to use discretion and maintain confidentiality.

• Strong skills in short-term planning, analysis, problem-solving, and customer service.

• Experience analyzing, interpreting, applying, and communicating policy and procedures pertinent to academic/research-related operations and programs or other business-related operations.

• Thorough knowledge of reporting techniques, and human resources policies and procedures.

Demonstrated proficiency with computer software and hardware, spreadsheets and utilization of advanced functions, word processing, database, presentation programs, automated financial/HR systems, calendar, email, internet, and cloud storage.

Career Path:

Admin Officer 4

• General Administration > Project / Policy Analysis > Professional

• General Administration > Administrative Operations > Supervisory and Management

Direct access to and/or responsibility for protected, personal, or other sensitive institutional information, including information on students, faculty, staff, or other University constituents, and IT resources that process, transmit or store restricted or sensitive institutional information.