Administrative Specialist I

Salary Range:

$50,000 - $51,000

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 Psychology consists of a vibrant group of faculty members, graduate students, and undergraduate students who seek to understand human behavior and, in turn, make the world a better place. Specific information about the department can be found here.

About the Position:

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

The administrative specialist is responsible for advanced administrative support functions for the Department of Psychology, including, but not limited to: administrative support for the Psychology Clinic, administrative support to the directors of the PhD and MS programs, and assisting the Chair, Director of Graduate Studies, and Director of Undergraduate Studies in the smooth running of the undergraduate and graduate program.

Essential Functions:

• 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.

Education and Experience:

A Bachelor's degree is required.

A minimum of two years of administrative support experience is required. Experience working at a University 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 knowledge of university/higher education structure and operations is preferred.

Candidate must be able to demonstrate proficiency in Microsoft Office.

Candidate familiarity with Sitecore or other website software is preferred. Familiarity with Peoplesoft is strongly preferred.

Physical and Environmental Demands:

• Sit for long periods of time

• Bend, squat, stand, kneel

• Reach above shoulders

• Handle objects (dexterity)

• Push/pull

• Carry/lift 25 lbs.

Deadline to Apply:

Priority consideration may be given to submissions received by July 12, 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.