Wright State University
Administrative Specialist
🇺🇸 Dayton, OH
🕑 Full-Time
💰 $14 per Hour
💻 Other
🗓️ July 17th, 2025
Power BI
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Edtech.com's Summary
Wright State University is hiring an Administrative Specialist to provide administrative and clerical support to the Office of the Provost and affiliated academic units. The role involves coordinating daily operational tasks such as calendar management, event and travel coordination, document preparation, data tracking, and student worker oversight while maintaining confidentiality and professionalism.
Highlights
- Provide administrative support including reception duties, calendar management, and document preparation.
- Coordinate meetings, events, and travel arrangements for the Provost Office, including support for accreditation visits and Commencement.
- Manage data, generate reports using systems like Chrome River, Watermark Faculty Success, Cognos, and Power BI.
- Maintain departmental databases, assist with strategic planning, and handle website updates.
- Supervise and train student assistants and provide onboarding support to new faculty and staff.
- Must be proficient with office equipment and complex software packages; additional software knowledge may be required.
- Minimum qualifications include a high school diploma or GED with related experience, or two years of post-secondary education with related experience, along with strong communication and budgeting skills.
- Preferred qualifications include experience in higher education, interpersonal skills, and familiarity with student support services and compliance processes.
- Position is full-time (1.0 FTE), classified non-exempt, with a minimum hourly rate of $13.56 under salary band CS 13.
- Works primarily in an office environment with some evenings or weekends supporting key events.
Administrative Specialist Full Description
Administrative Specialist
EEO Statement | Wright State University is an equal opportunity employer.
Faculty Rank or Job Title | Administrative Specialist
Job Category: | Classified (non-exempt)
Department | Provost
EEO number: | 25C313
Position FTE | 1.0
Minimum Annual or Hourly Rate | 13.56
Salary Band: | CS 13
Job Summary/Basic Function:
Under general supervision, provides administrative and clerical support to the Office of the Provost and affiliated academic units. This position coordinates daily operational tasks including calendar management, event and travel coordination, document preparation, data tracking, and student worker oversight.
The role requires independent judgment, strong organizational skills, and the ability to coordinate across university units while maintaining confidentiality and professionalism.
Minimum Qualifications
A high-school diploma or GED and 1.5 year (FT) related work experience OR, two years of post-secondary education and six months (FT)of related work experience. Excellent verbal/communication skills. Experience in writing, editing, and budget management. Ability to calculate basic math. Working knowledge and skills to utilize current office equipment and a variety of complex software packages. Demonstrated skills/knowledge of additional software may also be required.
Preferred Qualifications | Experience in an academic or higher education setting. Demonstrated interpersonal skills and ability to work with people from diverse backgrounds. Familiarity with student support services, compliance processes, and licensure documentation.
Essential Functions and percent of time: | Administrative Support and Reception – 30% Staff the reception desk; answer phones and direct visitors appropriately. Maintain office supply inventory and initiate orders as needed. Edit, format, and prepare general office correspondence and documents. Maintain office calendars and initiate calendar-based tasks. Assist with training and oversight of student workers; provide coverage as needed
Meeting, Event, and Travel Coordination – 25% Schedule meetings (in-person/virtual) and coordinate participant availability. Reserve rooms, coordinate catering, and manage logistics for academic and administrative events. Support Provost Office travel including Chrome River reimbursements, lodging, and itineraries. Assist with high-visibility events such as accreditation visits and Commencement (including limited evening/weekend hours).
Essential Functions and percent of time (cont'd): | Data, Systems, and Reporting – 25% Access and pull data from systems such as Chrome River, Watermark Faculty Success, Cognos, and Power BI. Generate, compile, and distribute routine and custom reports. Upload and manage documents in Watermark for activities such as promotion and tenure, annual evaluation, and leaves.
Data Management and Reporting – 10% Maintain departmental databases and archives (student progress, licensure records, course documentation). Assist with preparing data and reports for program review, scholarship tracking, and strategic planning. Run PowerBI and Cognos reports to support data-informed decision-making. Update and maintain relevant sections of the department’s website and communications.
Staff Oversight and Office Culture – 5%Hire, train, and supervise student assistants or part-time staff. Provide operational guidance and onboarding support to new faculty and staff. Foster a professional, collaborative, and service-oriented office culture. Troubleshoot and resolve issues that arise in day-to-day operations using independent judgment.
Other Duties as Assigned – 5% Participate in college-level administrative support coordination efforts as needed. Represent the department in college-wide meetings or initiatives as requested.
Non-Essential Functions and percent of time: |
Working Conditions
This position is primarily performed in a standard office environment and involves: Frequent computer use for extended periods, including data entry, document preparation, email communication, and use of university systems such as Chrome River, Watermark Faculty Success, Cognos, and Power BI. Regular interaction with faculty, staff, students, and campus visitors at the reception area and over the phone. Occasional support for university events such as Commencement and accreditation site visits, which may require limited evening or weekend hours. Periodic handling and organization of office supplies and printed materials, which may involve light lifting (typically under 25 pounds). General office tasks such as filing, copying, managing physical records, and maintaining office organization.
To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources.
Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.
Special Instructions to Applicants |
Posting Date | 07/16/2025
First Consideration Date: | 07/29/2025
Closing Date |
Open Until Filled | Yes
Faculty Rank or Job Title | Administrative Specialist
Job Category: | Classified (non-exempt)
Department | Provost
EEO number: | 25C313
Position FTE | 1.0
Minimum Annual or Hourly Rate | 13.56
Salary Band: | CS 13
Job Summary/Basic Function:
Under general supervision, provides administrative and clerical support to the Office of the Provost and affiliated academic units. This position coordinates daily operational tasks including calendar management, event and travel coordination, document preparation, data tracking, and student worker oversight.
The role requires independent judgment, strong organizational skills, and the ability to coordinate across university units while maintaining confidentiality and professionalism.
Minimum Qualifications
A high-school diploma or GED and 1.5 year (FT) related work experience OR, two years of post-secondary education and six months (FT)of related work experience. Excellent verbal/communication skills. Experience in writing, editing, and budget management. Ability to calculate basic math. Working knowledge and skills to utilize current office equipment and a variety of complex software packages. Demonstrated skills/knowledge of additional software may also be required.
Preferred Qualifications | Experience in an academic or higher education setting. Demonstrated interpersonal skills and ability to work with people from diverse backgrounds. Familiarity with student support services, compliance processes, and licensure documentation.
Essential Functions and percent of time: | Administrative Support and Reception – 30% Staff the reception desk; answer phones and direct visitors appropriately. Maintain office supply inventory and initiate orders as needed. Edit, format, and prepare general office correspondence and documents. Maintain office calendars and initiate calendar-based tasks. Assist with training and oversight of student workers; provide coverage as needed
Meeting, Event, and Travel Coordination – 25% Schedule meetings (in-person/virtual) and coordinate participant availability. Reserve rooms, coordinate catering, and manage logistics for academic and administrative events. Support Provost Office travel including Chrome River reimbursements, lodging, and itineraries. Assist with high-visibility events such as accreditation visits and Commencement (including limited evening/weekend hours).
Essential Functions and percent of time (cont'd): | Data, Systems, and Reporting – 25% Access and pull data from systems such as Chrome River, Watermark Faculty Success, Cognos, and Power BI. Generate, compile, and distribute routine and custom reports. Upload and manage documents in Watermark for activities such as promotion and tenure, annual evaluation, and leaves.
Data Management and Reporting – 10% Maintain departmental databases and archives (student progress, licensure records, course documentation). Assist with preparing data and reports for program review, scholarship tracking, and strategic planning. Run PowerBI and Cognos reports to support data-informed decision-making. Update and maintain relevant sections of the department’s website and communications.
Staff Oversight and Office Culture – 5%Hire, train, and supervise student assistants or part-time staff. Provide operational guidance and onboarding support to new faculty and staff. Foster a professional, collaborative, and service-oriented office culture. Troubleshoot and resolve issues that arise in day-to-day operations using independent judgment.
Other Duties as Assigned – 5% Participate in college-level administrative support coordination efforts as needed. Represent the department in college-wide meetings or initiatives as requested.
Non-Essential Functions and percent of time: |
Working Conditions
This position is primarily performed in a standard office environment and involves: Frequent computer use for extended periods, including data entry, document preparation, email communication, and use of university systems such as Chrome River, Watermark Faculty Success, Cognos, and Power BI. Regular interaction with faculty, staff, students, and campus visitors at the reception area and over the phone. Occasional support for university events such as Commencement and accreditation site visits, which may require limited evening or weekend hours. Periodic handling and organization of office supplies and printed materials, which may involve light lifting (typically under 25 pounds). General office tasks such as filing, copying, managing physical records, and maintaining office organization.
To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources.
Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.
Special Instructions to Applicants |
Posting Date | 07/16/2025
First Consideration Date: | 07/29/2025
Closing Date |
Open Until Filled | Yes
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * How did you hear about this position at Wright State University? Please check all that apply.
- WSU Careers website
- Academic Careers
- Academic Keys
- Chronicle
- Diversity in Higher Ed
- Diverse Issues in Higher Ed
- HBCU
- Higher Ed Jobs
- Inside Higher Ed
- Social Media
- Personal referral
- Women in Higher Ed
- Other
- Job Fair or Hiring Event
Required Documents
Required Documents
- Cover Letter
- Resume/CV
Optional Documents
3640 Colonel Glenn Hwy., Dayton, OH 45435 USA
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