Administrative Spec Iii- College Of Nursing Dean's Office

The Administrative Specialist III serves as the lead administrator for a team of support staff within the College of Nursing. This role ensures exceptional administrative operations that support faculty, academic and operational leadership, and operational initiatives across the college. Reporting directly to the Executive Director of Operations & Strategic Initiatives, the incumbent plays a key role in managing daily operations and providing seamless logistical support for high-priority activities, such as travel, faculty recruitment and operational initiatives.

This role will proactively manage scheduling for key meetings, prepare briefing materials, and serve as a point of contact for internal and external stakeholders. The position requires sound judgment, discretion, and a strong understanding of institutional priorities to represent the College of Nursing with professionalism and efficiency.

Administrative Support

• Provide high-level assistance for administrative leadership, ensuring seamless execution of daily operations and strategic initiatives.
• Proactively manage complex internal and external meetings, ensuring leaders are well-prepared with agendas, briefing documents, and background materials.
• Coordinate logistics for leadership travel, including booking transportation and lodging, creating itineraries, and collaborating with the college’s Finance team on reimbursements.
• Facilitate communication between leadership and faculty, staff, university offices, and external partners, ensuring professionalism, clarity, and timely follow-up.

Team Leadership and Office Management

• Lead a team of administrative staff supporting departments and programs across the college, providing timely feedback, coaching, and professional development opportunities.
• Set priorities, delegate tasks, and ensure timely, high-quality completion of administrative operations.
• Monitor and improve administrative workflows to enhance operational efficiency and service delivery.

Operational Strategic Support

• Draft, edit, and format leadership-level reports, memos, strategic presentations, and briefing materials for internal and external audiences, ensuring content aligns with the College’s goals and maintains a professional standard.
• Facilitate communication and collaboration between the Executive Director and external partners, faculty, staff, and university offices, acting as a liaison and ensuring effective information flow.
• Maintain a strong understanding of the College’s priorities, projects, and relationships to anticipate administrative needs and provide proactive support.

Technology and Property Management

• Coordinate with IT staff to address administrative technology needs.
• Oversee annual inventory and space allocation, ensuring compliance with all university policies and procedures.
• Support long-term planning for space utilization, equipment replacement, and technology upgrades to align with the College’s strategic growth.
• Monitor building access, security protocols, and safety compliance, including key/card access requests, emergency procedures, and coordination with facilities and public safety teams.

Other

• Other duties as assigned or needed

• Progressively responsible administrative experience, preferably in higher education or healthcare setting
• Demonstrated experience leading or supervising teams, with proven ability to delegate effectively and foster a collaborative work environment.
• Strong proficiency in Microsoft Office Suite and productivity platforms.
• Proven success in managing complex scheduling, coordinating high-level meetings, and preparing professional briefing and presentation materials.
• Experience supporting executive leadership and managing sensitive information with discretion and confidentiality.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent skills in written and verbal communication..