Administrative Specialist

Position Summary

The Administrative Specialist supports the day-to-day operational, administrative, and institutional processes of the School of EMS. This position assists with scheduling, reporting, project coordination, course setup support, Canvas exports, website updates, IT-related communication, and other operational tasks that support institutional effectiveness.

The Administrative Specialist works closely with leadership, faculty, staff, and applicable stakeholders to help ensure assigned projects, deadlines, and operational needs are completed accurately and efficiently.

Essential Duties and Responsibilities

• Tracks important dates, deadlines, events, and associated action items; follows up with appropriate parties to help ensure timely completion.
• Collects data and prepares reports as directed by the assigned leadership.
• Provides regular IT status updates to leadership and applicable stakeholders.
• Exports courses to Canvas and supports course setup processes.
• Assists with website management, content updates, and ongoing website maintenance.
• Supports IT hiring and onboarding processes, including coordination of assigned administrative tasks.
• Evaluates, recommends, and assists with implementing changes to work methods and procedures that improve efficiency, accuracy, and workflow.
• Backup for Project Specialist responsibilities as needed.
• Performs other duties and special projects assigned.

Competencies

• Interpersonal Skills - Maintains confidentiality; communicates professionally; protects the integrity and reputation of the school; supports a respectful environment for students and staff.
• Oral Communication - Speaks clearly and professionally in positive or difficult situations; listens effectively; asks clarifying questions; participates in meetings.
• Written Communication - Writes clearly and accurately; edits for spelling and grammar; prepares professional reports, correspondence, and updates.
• Teamwork - Balances individual responsibilities with team goals; welcomes feedback; supports program success; works cooperatively across departments.
• Dependability - Follows instructions and direction from leadership; meets deadlines; communicates delays; follows through on commitments.
• Professionalism - Approaches others tactfully; reacts well under pressure; treats others with respect; represents School of EMS professionally.
• Problem Solving - Identifies issues, gathers relevant information, recommends practical solutions, and knows when to escalate to leadership.
• Safety and Security - Follows safety and security procedures; reports unsafe conditions; uses equipment and materials properly.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education

• High school diploma or equivalent required.

Experience

• Strong organizational skills with the ability to manage multiple deadlines, locations, and competing priorities.
• Basic computer proficiency, including experience with email, Microsoft Office, spreadsheets, shared drives, and online forms.
• Ability to communicate professionally with instructors, students, staff, vendors, and facility contacts.
• Ability to work independently while also supporting a team-based operational environment.

Preferred

• Associate's degree from an accredited college or university preferred.

Certification and Licensure

• State driver's license required.

Skills and Abilities
• Communication: Ability to read, analyze, and interpret education-related materials, reports, policies, schedules, and operational documents; ability to write routine reports, correspondence, and internal communications; ability to communicate effectively with employees, leadership, students, vendors, and external stakeholders.
• Analytical & Reasoning Ability: Ability to calculate figures and review data for reports, scheduling, and payroll; ability to solve practical problems and interpret instructions in written, oral, diagram, or schedule form.
• Computer Skills: Working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Teams, and other Office 365 applications. Experience with Canvas, website content management, student information systems, scheduling platforms, and audio-visual equipment preferred.

Work Environment

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This position generally operates in a professional office, educational, remote, or hybrid work environment. The employee may occasionally be exposed to classroom, lab, warehouse, outdoor, or facility-related environments depending on operational needs.

The employee must maintain a professional work environment with appropriate internet access to participate in virtual meetings and communicate with internal and external team members.

Regular work hours are generally Monday through Friday, 8:00 a.m. to 5:00 p.m. CST. Schedule variation may be approved or required based on School of EMS operational needs.

Physical Requirements

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds, including lifting, moving, packing, loading, unloading, and organizing equipment and supplies as required for lab operations. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl.

Conditions of Employment

• Employment is contingent on a satisfactory background check.
• Employment is contingent on successful completion of a post-offer, pre-employment drug screen, in accordance with School policy.
• Employment is contingent on maintaining a valid state driver's license, as this role may require driving on School business.

Equal Employment Opportunity

The School of EMS is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other characteristic protected by applicable law.

At-Will Employment

Employment with the School of EMS is at-will. This means that either the employee or the School may end the employment relationship at any time, with or without cause and with or without notice. This job description does not constitute a contract of employment and may be modified at the School's discretion.