Administrative Specialist I at Southern Methodist University Inc in Dallas, Texas

Job Description:

Description



Salary Range:



Low 50s



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:



Physics is the study of space, time, energy, and matter. Physicists try to ask and answer, in a verifiable and reproducible way, the deepest questions about the origin, nature, and fate of the universe. http://www.physics.smu.edu/web/



About the Position:



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


The Administrative Specialist I position works closely with the department chair, Coordinator 2, principal investigators (PIs) and other key SMU departments to facilitate management of grant and org account financials for the Physics Department; serves as the travel coordinator and educator for faculty, graduate and undergraduate students as well as international research staff and students working at CERN in Switzerland; processes HR and pay paperwork for the department; handles reimbursements for departmental personnel and visitors; interprets and advises staff on university and agency rules and regulations; coordinates department social and business events; and provides backup support in other administrative areas as needed by the chair and/or the department, e.g. for special events or when other office staff are absent.



Essential Functions:

• Grant Liaison: Manage, prepare and process grant documentation in accordance with grant agency requirements including pay papers, extra compensation, relocation, required reports, journal entries, budget change requests, payment requests, purchase orders, travel reports, and contracts. Works closely with grant department to insure compliance and implementation of new rules and regulations.
  
  


• CERN Staff Coordinator: Serve as the point person for the HR, travel, and business needs of staff living and working in Switzerland. Manage and process paperwork regarding their salaries, work eligibility, travel advances, travel insurance, contracts, expense reimbursements and any other administrative needs they may have. Collaborate with key departments to find solutions to issues that arise.
  
  


• Physics Travel/Concur Coordinator: Serve as the travel/Concur coordinator for the department which entails providing personalized Concur training, troubleshooting issues, disseminating information, arranging guest and student travel, Serve as a delegate and provide travel and expense reporting for senior staff members and CERN staff.
  
  


• Financial: Accountable for department procurement credit card, serve as Concur delegate, enter requisitions, order goods and services, process payments, perform budget monitoring and manage org/grant financial paperwork. Preserve confidentiality, administer cash handling, processing, and reimbursements. Consistently work with Business and Finance departments to maintain compliance.
  
  


• Event Planning and Logistics: Plan and coordinate department events inclusive of guest speakers, symposiums, conferences, seminars, tours and departmental social gatherings. Create promotional material and statistical reports. Work with vendors and internal and external departments to arrange services and organize logistics.
  
  


• Administrative: As needed, provide support to the Chair, faculty/staff and students, including but not limited to, tracking and resolving bottlenecks, maintaining files, appointment/meeting scheduling, researching questions, making directory updates, entering extra compensation and summer pay, photocopying/scanning and mail processing, placing book orders, website management, and performing fiscal duties. Additional support may be required for special events or if other office staff are absent.
  
  


• Office Management: Including but not limited to, opening and closing the office, answering internal and external questions, initiating facilities and maintenance requests and/or notifications, ordering keys, emergency management and evacuation of building.
  
  


• Personnel Management: Including but not limited to processing and creating faculty, staff and student HR and pay paperwork (PAF and ePAF) including collection, dissemination and management of applicant materials for new hires; Maintaining personnel files; payroll authorization upkeep; submission of annual payroll schedule election forms; Overseeing student workers. Provide support for international students and staff regarding visas and travel requirements.
  
  

Qualifications



Education and Experience:



A Bachelor's degree is required.


A minimum of two years of experience is required. Experience providing administrative assistance, working in an academic setting and prior grant work 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 be able to demonstrate proficiency in MS Office Suite (Word, Excel, Teams), Google Docs/Sheets.


Candidate familiarity with Canvas, MS Sharepoint, Sitecore, Adobe Acrobat Professional, Adobe Photoshops is preferred.



Physical and Environmental Demands:

• Sit for long periods of time


• Bend, squat, stand, kneel


• Handle objects (dexterity)


• Carry/lift over 25-50 lbs.


• Push/pull

Deadline to Apply:



Priority consideration may be given to submissions received by April 7, 2025.


This position is open until April 21, 2025.



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. Apply Now