The administrative specialist for a department performs a variety of administrative and support functions necessary for the smooth operation of the department. They perform administrative and bookkeeping tasks, aid clients and staff in preparing forms and reports, and transfer information into a digital format as necessary. (Afterward, the digital information is often entered into the department database, and the administrative specialist is in charge of maintaining the records and the database.) Additionally, the administrative specialist schedules events and appointments for the department. To facilitate these appointments and events, the specialist contacts clients and vendors on a regular basis to coordinate activities, meetings, and calls.
Besides planning events and appointments, administrative specialist may also perform project-management tasks. In acting as a project manager, the administrative specialist helps develop the project's scope and requirements. Then the administrative specialist then breaks the project down into tasks and delegate the tasks to relevant members of their department's staff. After the tasks have been completed, the administrative specialist oversees integration and compilation of the planned product. They then test and implement the product, or facilitate the testing process as needed.
Due to the business-focused nature of the position, a bachelor's degree in a relevant field is generally required, along with a demonstrated ability to work with basic office software such as the Microsoft Office suite. Administrative specialists also must be effective communicators with strong organizational skills.
Administrative Specialist Tasks
- Coordinate space and office organization; purchase and manage supplies and equipment.
- Coordinate office and/or departmental operations.
- Review, track and prepare budgets; maintain records and databases.
- Greet visitors and callers, route and resolve information requests.
- Supervise support clerical staff.