Job Details

Administrative Specialist I

Position Number: 6225398
Location: Dallas, TX
Position Type: Other Administrative Positions

Administrative Specialist I

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 Position:

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

This critical position manages daily operations and strategic planning for the Dedman College Records department. The Administrative Specialist I assists in strategic department planning within the overall division and the University strategic plan. The position is responsible for general administrative support functions for Dedman College Records, including, but not limited to: review, vet and sign as Dedman Records Office designee on workflow and email forms to the Registrar's Office, such as grade changes, pass/fail declarations, enrollment requests, course audit permits, etc.; Assists in administering the College policies concerning academic probation, suspension, and dismissal (PSD) for undergraduate students; Liaison with Dedman departmental offices concerning undergraduate academic records/services; Liaison with Provost's Office, Admissions, the Registrar, Study Abroad Office regarding UG student records/services.

Essential Functions:

Assists Director with administrative duties: General oversight of Dedman Records Office, oversees processing of Program/Plan changes; processes all eMinor declarations and major declaration problem-solving, Reviews, vets and signs as Dedman Records Office designee on petitions/DocuSign forms to the R.O., such as eGrade changes, Study Abroad, pass/fail, enrollment requests, audit permits, etc.
Prepares, reviews, and edits correspondence from Dedman Records
- Oversees management of DCRecords email account
- Special event and monthly departmental correspondence to departments
- Runs query for production of the monthly major/minor report for Dedman Departmental Chairs, DUS, Academic Advisors and Administrative Assistants
- Produces various reports requested from Dedman College depts.
Supervision of front office staff
- Supervision/Training of Administrative Assistant 2
- Supervision/Training of 1-2 student workers
- Timesheet Reporting/Approval of Coordinator 2 and student worker
- Coverage of receptionist's phones/walk-ins during normal office protocol when Coordinator 2 or student worker is out of the office)
Assists with special projects and provides other services assigned by the Director
- Assists in administering College policies concerning academic probation, suspension, and dismissal (PSD) for undergraduate students
- Prepares notifications for students and appropriate campus offices of PSD decisions
- Maintains records regarding PSD each semester (including query, pulling information, rosters)
Assists with graduation processes
- Assists degree counselors with roster verification
- Collect sand distributes certification email for graduation candidates
- Supports/assists degree counselors as needed
Assists with athletic certification processes
- Runs batch DPRS and transcripts for review
Other Administrative Duties
- Monthly expense report and reconciliation of SMU P-Card
- Oversee coordination/planning of annual Dedman Advisor's Luncheon and room scheduling for various meetings and functions of the office
- Liaison with Dedman departmental offices
- Liaison with Provost's Office, Office of Admission, the Registrar, the Offices of the Directors/Deans of the other undergraduate schools, the Dean of Student Life, the Career Center, and others
Manage maintenance of DCII Student records and petition forms as needed
- Assists/Processes the readmission applications of undergraduate students into Dedman College
- Run various queries and prepares specially requested reports for Dedman departments as needed or directs departments to appropriate sources

Qualifications

Education and Experience:

Associate's degree is required.

A minimum of four (4) years of experience is required. Candidate with administrative/office support, budget management, experience within higher education strongly preferred.

Knowledge, Skills and Abilities:

Candidate with intermediate familiarity with standard word processing and spreadsheet applications is required. Candidate with experience with Microsoft Office Suite, specifically Word, Excel, and Outlook is required. Candidate with my.SMU.edu (Oracle/PeopleSoft), Inside.smu.edu (SharePoint), Zoom, Skype, DocuSign, ImageNOW, SiteCore, and FileMaker Pro experience is preferred. Candidate must be willing to train in and learn computer programs and applications as needed.

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.

Physical and Environmental Demands:

Sit for long periods of time

Deadline to Apply:

Deadline to apply: 06/09/2025

Priority consideration may be given to submissions received by 05/26/2025.

EEO Statement

SMU is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression.

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.

Primary Location: USA-TX-Dallas

Job: Office and Administrative Support

Organization: Dedman College

Schedule: Regular

Shift: Staff

Employee Status: Individual Contributor

Job Type: Full-time

Job Level: Day Job

Travel: No

Job Posting: May 13, 2025, 1:36:54 PM

To apply, visit https://smu.taleo.net/careersection/ex/jobdetail.ftl?job=DED00000431&tz=GMT%2B00%3A00&tzname=UTC