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

Job Description:

Description



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 at Southern Methodist University (SMU) is a dynamic and innovative community dedicated to excellence in scholarship, teaching, and creative writing. Our department offers a vibrant PhD program that prepares students for diverse academic and non-academic careers. We are home to the Southwest Review, one of the oldest literary journals in the country, and lead groundbreaking initiatives such as Narrative Now, Project Poëtica, and New Pony. Our faculty and students actively contribute to the literary scene, including organizing the highly regarded Dallas Literary Festival. We welcome candidates eager to engage in these enriching academic and creative environments



About the Position:



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


This pivotal position is a confidential staff support role reporting directly to the Chair of the Department of English. The Assistant to the Chair works collaboratively with the Chair and upper administration, both within and outside the department, to provide comprehensive administrative and financial management. This role ensures smooth departmental operations and supports strategic planning, making it vital to the overall functioning of the department, which consists of 80+ faculty members and 30+ doctoral students.



Essential Functions:

• Financial Management: oversee Department's budget, review 70+ monthly financial reports and proactively work with Business & Financial Office to reconcile errors, issue journal entries and maintain compliance. Oversee honoraria and manage several payments (200+ annually): writing statements of work, independent contractor determinations, processing payments, reports for donors. Calculate and distribute PhD student scholarships per semester. Accounts payable for entire department, including all faculty projects and doctoral stipends. Preparation of purchase orders and balancing procurement card expense reports. Train faculty and PhD students on Concur travel and expense software to request travel and file expense reports. Work with the Chair and various Directors to establish clear protocols and procedures regarding financial processes within the department. Ensure fund and org records and funding is current and up-to-date.
  
  
  
  


• Administrative Management: Manage departmental operations, strategic planning and provide oversight of administrative support services. Oversee promotion process and tenure cases, third-year and lecturer reviews. Coordinate entire faculty candidates' 3-day interviews and onboard new hires. Administrative advising to PhD students. Assess, assign and coordinate annual office relocations or faculty and PhD students (approx. 45+). Manage faculty leave requests. Coordinate faculty and PhD seminars and meetings. Interview, hire and train full-time staff and student employees. Maintain supply inventory.
  
  
  
  


• Chair Support & Strategic Initiatives: act as primary point of contact for the Chair's administrative needs, assist the Chair in preparing for meetings, provide high-level administrative support for departmental initiatives led by the Chair, and manage communications between the Chair and other departments. Provide support in implementing departmental strategic planning, tracking progress on key goals, and coordinating efforts across faculty and staff, serve as liaison between the Chair and faculty, ensuring effective follow-up on action items and providing regular departmental status updates. Support the Chair in the rollout and enforcement of new departmental policies by drafting internal guidelines, communicating changes to department, & monitoring compliance. Assist in managing sensitive or high-priority issues by drafting responses, coordinating with relevant offices, and maintaining confidentiality.
  
  
  
  


• Campus Liaison and Additional Responsibilities: serve as administrative liaison to various campus offices including, but not limited to, Budget & Finance, Accounts Payable, Purchasing, Facilities & Planning, Risk Management, Human Resources, Payroll, Enrollment Services, Financial Aid, Office of Legal Affairs, and other university entities. Review and approve WebClock entries for direct reports. Ensure compliance with all administrative actions, proactively identifying gaps or issues before they arise.
  
  

Qualifications



Education and Experience:



A Bachelor's degree is required.


A minimum of three (3) years of experience is required. Experience in accounting, payables, receivables, journal entries and interpreting financial statements is required. Experience in payroll and budget management is preferred. Experience in logistical and higher-level administrative management and support, university level administrative support and university graduate academic program experience is also 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 with the ability to create error free communication.


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 should possess a strong understanding of PeopleSoft, Concur, Microsoft Office, Adobe Acrobat Pro, Interfolio, Sitecore and STABLE.



Physical and Environmental Demands:

• Sit for long periods of time


• Handle objects (dexterity)


• Stand


• Push/pull

Deadline to Apply:



Priority consideration may be given to submissions received by October 9, 2024.


Deadline to apply is October 23, 2024.



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