Administrative Specialist I

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 English has more than 50 full-time faculty, including nineteen tenured and tenure-track faculty in literature and creative writing, and thirty lecturers and senior lecturers in literature and the first-year writing program, as well as three full-time administrative staff. The department offers undergraduate majors in English and American literature, along with a specialization in creative writing.

Its Ph.D. program is generously funded through an endowment from the Duwain E. Hughes, Jr., family.

About the Position:

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

The Administrative Specialist is responsible for general administrative support functions for the academic programs within the Department of English, but primarily the graduate program. These functions include, but are not limited to: oversight of academic programs; graduate admissions; management and tracking of all graduate students; assistance with undergraduate and graduate student advising; graduate student recruitment; coordinate English PhD Program special events; and, website maintenance.

Assists the Directors of Graduate and Undergraduate Studies. Assists the Assistant to the Chair and other staff with daily operations of the Department as well as other duties as assigned.

Essential Functions:

• Assist the Director of Graduate Studies with the recruitment, admissions and retention of English PhD students. Track graduate student academic progress using a database. Coordinate events and special projects within English PhD Program including, but not limited to, procurement of catering, venue, guest relations for departmental and college events, program brochure updates, and advertising.

• Administrative: Answer, direct/assist telephone calls received on the Department line.
  
  Faculty support. Assist with faculty promotion and tenure cases. Liaise with Web Developer on web updates.
  
  Complete room usage reports, maintain faculty course evaluations and mailing list maintenance. Notify Ph.D. students about health insurance every semester. Providing travel and expense support.

• Academic Affairs: Assist the Director of Undergraduate Studies with all major and minor academic administrative assignments including, but not limited to, handle the Schedule of Classes every semester, ensure correct UC and CC tags are assigned to courses every semester, collect data to create and disseminate registration guides. Handle undergraduate and graduate enrollment requests, assign advisors, course enrollment oversight, exam proctoring, student petition processing, administrative student advising, report course proposals/academic program changes, course catalogue revisions.

• Office management: including, but not limited to assisting with the management of the Departmental Office including office equipment, facilities and maintenance requests and/or notifications, order keys and facilitate office moves. Distributing tasks to work study students if available.

• Financial: Order goods and services, provide travel and expense support to graduate students and faculty, purchase air fare for graduate students, and submit monthly expense report.

• Will have approximately two early evenings of work per month work.

Education and Experience:

A Bachelor's degree is required.

A minimum of two years work experience providing administrative support is required.

Experience working in an academic environment, particularly at the secondary level or higher, is preferred.

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 have a strong sense of initiative and ability to work unsupervised or independently.

Candidate must be proficient in Microsoft Office suite.

Candidate familiarity with website updates and design, Concur software and advertisement creation is preferred.

Physical and Environmental Demands:

• Sit for long periods of time

• Bend, squat, stand, kneel

• Walk for long distances

• Reach above shoulders

• Handle objects (dexterity)

• Push/pull

• Carry/lift over 50 lbs.

Deadline to Apply:

Submissions received by June 28, 2024 may receive priority consideration.

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.